Define what is changing
Record whether the handover concerns a single job, a process, a future programme or an ended provider relationship. Identify the actual legal entities and responsible buyer. Existing obligations, proposed work and historical outcomes should remain distinguishable. Do not assume that a new directory choice transfers every accepted contract or approval. The actual parties must settle any relevant external change through their legitimate accepted process.
Collect the current accepted package
Identify brief, specification, artwork, approved templates, quantities, site constraints and relevant evidence by exact version. Include outstanding questions and responsibility. Preserve which decisions apply to which artifact and scope. Keep the original provider’s actual technical findings attributable without treating them as universal acceptance by a new process. Private quotations, internal budgets and unrelated customer work should not be included merely because they exist in the same project folder.
Ask the receiving provider to review
The new provider needs to confirm its own capability, requirements, capacity, exclusions and lead time. It may use different templates or processing conventions. Record questions and proposed changes as actual responses. A successful file download is not acceptance of the work. Any changed construction or artwork needs the relevant review, and a date promised by the previous provider cannot be imposed on the new one without an explicit accepted agreement.
Worked example — fictional
A fictional buyer moves a proposed repeat campaign from one printer to another. The export contains retained frame facts, current content and previous production references, clearly marked historical. The receiving printer asks for a revised template and confirms a different start condition. The buyer records a new draft specification and current proof review instead of copying the old approved label. Another existing accepted job remains with the original contractor. The handover keeps the two relationships and their actual scopes separate.
Common pitfalls
An archive can contain superseded production files that appear final. A previous provider’s confidential report may have disclosure limits. A new provider’s acknowledgement can be mistaken for acceptance. Removing access prematurely can lose a practical route to outstanding evidence, while leaving broad access indefinitely can expose private records. Review each grant and accepted obligation deliberately rather than relying on the public supplier relationship status.
Verify portability and follow-up
Use the brief export and manifest to prepare an authorised package, then open it as the receiving party would. Check file references, units, scale and current conditions. Record the new provider’s actual response and responsible buyer decisions. Preserve earlier history and revoke unnecessary continuing access through the connected service when available. The client should retain useful records without being forced to reconstruct its campaign from another supplier’s private mailbox.
Decision checkpoint
Ask whether every accepted label in the export explains its original scope. A historical proof approval can support content continuity without establishing the new printer’s technical acceptance. State the distinction so the receiving provider and buyer can identify the checks still required for the current work.
Take this to the next job
- Define actual transition scope
- Export exact accepted references
- Exclude unnecessary private fields
- Obtain receiving provider acceptance
- Preserve history and review grants
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