RFQ and technical guide
Buyer Archive Access After a Staff Handover: An RFQ Addendum
A staff handover should transfer authorized access to the project record, not a departing person’s password. Identify the archive owner, approved recipients and records the replacement must retrieve. Confirm that the new contact can locate accepted decisions and open questions before treating the handover as complete.
For brand operations leads transferring a sourcing project to a new employee.
Inventory decisions rather than every attachment
List the accepted specification, artwork, sample approvals, commercial scope and unresolved questions that the incoming owner needs. Mark which document is authoritative for each subject. A large download folder can contain several incompatible versions and still fail as a usable archive. Keep a short index pointing to accepted records and their dates or revisions. Do not describe the archive as complete until the project owner has checked the required decision categories.
Assign the archive owner and access approver
Identify which organization controls each repository and who can authorize a new recipient. Ask for the approved process to add the replacement contact and remove access that is no longer needed. Do not request another person’s login or forward a private access link without checking its intended audience. If the supplier hosts part of the record, confirm what can be exported or shared under the agreed terms rather than assuming unrestricted ownership.
Test retrieval with a real project question
Ask the incoming contact to locate the accepted sample revision and the latest unresolved construction question using the index. Confirm that the referenced files can be opened through their own authorized access. Record any missing permissions or unavailable attachments. This practical check is more useful than confirming that an invitation email was sent. Keep confidential commercial or personal information limited to the recipients who actually need it for the project.
Close the handover with explicit responsibility
Send a concise change-of-contact notice identifying who may now issue buyer decisions and from what effective point. Preserve historical decisions rather than rewriting their authorship. Record the backup contact and unresolved access tasks. If a previous contact returns temporarily, use the organization’s access process rather than sharing the replacement’s credentials. The RFQ addendum should describe continuity expectations, not promise indefinite supplier storage or invent rights to editable files that were never contracted.
Decision and evidence checklist
| Decision | Include in the brief | Review evidence |
|---|---|---|
| Index | Accepted records and open questions | Authoritative archive list |
| Access | Owner, approver and new recipient | Permission confirmation |
| Retrieval | Sample revision and live issue located | Incoming contact check |
What this brief does and does not establish
This is authorized project continuity guidance, not an assertion of file ownership, indefinite retention or MyOwnWear archive-service functionality.
Name the incoming decision owner and required archive records; ask how authorized access and export scope will be confirmed. Open the MyOwnWear RFQ form.
Buyer questions
Should the old login be handed to the replacement?
No. Use the approved access-transfer process so the replacement has their own authorized access and the old account is handled appropriately.
Does an invitation prove the archive is usable?
No. Test retrieval of relevant accepted records and identify missing permissions or attachments.
Does this guarantee ownership of all source files?
No. Export rights, retention and editable deliverables depend on the agreed scope and should be confirmed explicitly.