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Assess the data room

You now know what the asset is and who it involves. Step three asks the harder question: what is missing. Aevy checks the documents you hold against the set you should hold and reports each expected document as held, held but out of date, or absent. That list is the one worth having before anybody promises anything to a lender, a buyer or a regulator.

Step three of four

After getting to know your documentation, and before setting up the automations. This step is where most portfolios find out how good their filing really is.

Why it comes before the automations

Section titled “Why it comes before the automations”

Every workflow reads what you hold. A gap in the data room does not announce itself once a workflow is running: it shows up as a quiet absence, a turbine with no inspection, an obligation nobody could date. Finding the gaps first means you know which silences are real.

It is also the cheapest moment to chase a counterparty. During a handover or shortly after one, the people who owe you documents are still engaged and still obliged. A year later the same request is a favour.

Run it

Section titled “Run it”

This is the document handover workflow, and its guide covers the whole thing: the expected set, what counts as current, and how to read a run.

  1. Bring the list of what should exist. Your handover index, a lender’s conditions, or your own filing standard. Whose list it is decides everything the run reports.
  2. Run it against the asset. On demand, when you want the answer, rather than waiting for a document to arrive.
  3. Work the missing column. Requests to counterparties where somebody owes you a document, and tracked work where the gap is yours to close.

Two neighbours worth knowing about. Internal auditing runs your own checklist across the same documents and asks whether the thing was done rather than only whether it was filed. Handover punchlist covers the physical side of a takeover, the items outstanding on the equipment rather than in the file.

What a good result looks like

Section titled “What a good result looks like”

Not a full data room. Most operating assets have gaps, and plenty of them do not matter. What you want from this step is a short list you have decided about: this one we chase, this one we accept, this one turns out to exist under a name nobody recognised.

Run it again after a chase to see the list shrink. A run is a snapshot of a date, so the comparison between two of them is the evidence that the filing improved.

What’s next

Section titled “What’s next”