Audit engagement
Full Portfolio Drift Audit
A complete desk pass that compares every active registry line against the physical shelf, file path, or storage location — and documents where the record has drifted.
Who this is for
Collection managers, private registrars, media librarians, and estate inventory leads who suspect their portfolio register no longer matches what sits on the shelf or in the file tree. If loan paperwork, insurance schedules, or a board review is approaching, this is the engagement we recommend first.
What you receive
- A line-by-line drift log: every asset whose recorded state differs from what we observe
- Duplicate clusters grouped by likely cause (re-accession, renamed files, dual numbering)
- A missing-record appendix for accessions with no recoverable location
- A short verbal briefing at the desk or by phone after delivery
- Recommended correction order — not an automatic rewrite of your master register
What is included
We prepare a working sheet from your export (CSV, spreadsheet, or printed accession list). On the desk console we walk each active line: condition notes, location codes, identifiers, and linked media where you supply them. You get the annotated findings pack as PDF plus the working sheet for your own follow-up.
What is excluded
We do not rewrite your master database, re-photograph objects, or negotiate with insurers. Conservation treatment, valuation, and legal title searches are outside this engagement. If you only need a duplicate sweep or a missing-record recovery pass, book those separately — they are lighter and faster.
Provider and place
Work is led by the APIs and Integrate desk team from 9 Queen’s Road Central, Central, Hong Kong. On-site visits within Hong Kong Island and Kowloon are available when the holdings cannot leave the premises. Remote review is possible when you can provide a complete export and photograph or path evidence for disputed lines.
Process
- Intake — you send a sample of the register and tell us the deadline that matters (loan, insurance, board).
- Scope call — we confirm volume, formats, and whether the pass is full-portfolio or a priority subset.
- Desk days — quiet reconciliation on the console; we pause only to clarify ambiguous lines with you.
- Findings pack — delivered with a scheduled briefing.
Preparation
Export your active register before the first desk day. Flag any known problem areas (a storeroom move, a hard-drive migration, a re-numbering project). If on-site, reserve a table near the holdings and a power outlet for the console.
Constraints
Maximum practical volume for a single engagement is roughly 4,000 active lines without a staged plan. Highly mixed formats (paper + three separate digital indexes) may need an extra scoping half-day. We work in English; Cantonese clarification calls can be arranged with notice.
Pricing basis
Charged as a day rate for desk time plus a fixed findings-pack fee. See Rates for current figures. A deposit holds your desk week; the balance is due on delivery of the pack.
Next step
Request an audit estimate with an approximate line count and your preferred week. We reply within two business days.