Three services, one consistent standard of care.
Every Willowmark service sits within the same administrative-only scope. The difference between them is scale, duration and depth of ongoing involvement.
Back to HomeHow we work before, during and after each engagement
Every Willowmark engagement begins with a scope conversation. We ask about the size of the record set, the types of documents involved and what the family is hoping to achieve. That conversation shapes the service recommendation — there is no standard upsell path, and we do not suggest more than the situation calls for.
Once scope is agreed, the engagement follows a documented process. For digitisation work, we collect documents, process them at our facilities and return originals within the agreed timeframe. For seminar bookings, we arrange the venue logistics, materials and follow-up. For Stewardship Plans, we establish a monthly rhythm from the first week.
At the close of any engagement, we produce a handover package: a printed index, a procedures note describing the system we have set up and a written description of what the family should do next if they need to add documents or access the archive. The aim is that the system continues to work without Willowmark being present.
All work is carried out at our Jalan Imbi premises or at the client's location, depending on the service. We do not outsource document handling to third parties.
Process Orientation Seminar
A two-hour group session explaining, in general terms, how succession-related paperwork is typically sequenced in Malaysia: which documents families commonly gather, which public bodies publish which forms, what the standard terminology means and where official public guidance can be consulted directly. The seminar describes general practice and never addresses any attendee's own circumstances. Held for groups of up to twenty-five, on site or at a community venue.
What is included
- Printed handbook for each attendee
- Document checklist and terminology glossary
- Directory of official public information sources
- Follow-up email with all references used
- Q&A session (general questions, not personal advice)
How a seminar booking works
Contact us with your preferred date, location and approximate group size
We confirm availability and arrange the logistics
Materials are prepared and sent for review one week before the session
Session is delivered; follow-up email sent within 48 hours
Heirloom & Property Document Digitisation
A digitisation service covering the papers that families most want preserved: title documents, deeds, share certificates, membership papers, correspondence and photographs. Items are handled with archival materials, scanned at high resolution, named to a consistent convention, indexed and returned in acid-free folders with a printed index inside the cover. Scope covers up to 700 items across three to four weeks.
What is included
- Document collection from the family's premises
- High-resolution scanning with consistent naming convention
- Printed index of all items processed
- Return in acid-free archival folders
- Dual digital backups (one kept with Willowmark)
- In-person handover walkthrough
Process timeline
Initial scope review — we assess the volume and types of documents
Collection of originals with signed chain-of-custody receipt
Processing at Willowmark — scanning, naming, indexing (2–3 weeks)
Return of originals with archival folders, printed index and digital archive
Handover walkthrough explaining the filing and backup system
Twelve-Month Records Stewardship Plan
A year-long custodial arrangement for families maintaining a substantial record set. It provides monthly filing of new material, quarterly reviews of the register, refreshed backups, condition checks on physical folders, updates to the written procedures note, and coordination of appointment logistics with whichever independent professionals the family chooses to engage. The service catalogues, files and schedules; it does not act for the family or interpret rules on their behalf.
What is included
- Monthly filing of incoming documents
- Four quarterly register reviews
- Backup refresh at each quarterly review
- Folder condition checks and re-housing if needed
- Updates to the written procedures note
- Appointment coordination with independent professionals
- Named contact throughout the year
- Year-end summary file
Choosing the right service for your situation
Most families start by identifying where the main gap is — general process knowledge, document condition or ongoing filing management. The table below maps common situations to the service most likely to help.
| Feature | Seminar RM 490 |
Digitisation RM 1,330 |
Stewardship RM 4,270/yr |
|---|---|---|---|
| Process knowledge for a group | |||
| One-off document preservation project | |||
| Monthly filing of new documents | |||
| Quarterly condition reviews | |||
| Appointment coordination with professionals | |||
| Dual backup and archive provided |
Families who want to understand the process before gathering documents, or groups organising jointly held estates.
Families with a defined set of physical documents they want preserved and indexed as a one-off project.
Families managing a substantial ongoing record set across a year of active estate administration.
Protocols that apply across all services
Data privacy
Personal information is collected only for the scope of the service and deleted upon completion unless retention is requested in writing.
Chain-of-custody
Every item collected receives a custody entry. Collection and return are both confirmed with a signed receipt.
Source integrity
Seminar content cites only official Malaysian government and statutory body publications. No third-party interpretations are presented as fact.
Non-advisory boundary
Willowmark does not provide legal, financial or succession planning advice. Our scope notice appears in every client communication and service agreement.
Archival handling
Acid-free materials, clean glove handling and documented storage conditions are standard on every physical document engagement.
No outsourcing
All document handling is carried out by Willowmark personnel. We do not pass client documents to third-party subcontractors at any stage.
Clear pricing for each service
- Two-hour facilitated session
- Printed materials for all attendees
- Follow-up email with references
- On-site or community venue
- Collection and return of originals
- High-resolution scanning and indexing
- Archival folders and printed index
- Dual backup (one copy to family)
- Handover walkthrough
- Monthly filing service
- Four quarterly reviews
- Appointment coordination
- Named contact
- Year-end summary file
Not sure which service fits your situation?
We are glad to discuss your record set and help you work out where to start. An initial conversation carries no commitment.
Get in Touch