Keeping originals and sharing safely
Last reviewed 20 October 2026 · by Eddy Hwang
A tenancy can last years. Plan where the files will live so you can still find them on the day you hand back the keys.
Three files, three jobs
| File | What it is for | Where to keep it |
|---|---|---|
| Original photos | Full resolution, untouched. Your best copy. | A folder named after the address and date, copied to a second place you control. |
| MoveRecord PDF | A readable summary to send or print. | Next to the lease and the official condition report. |
| MoveRecord backup (.json) | Lets you reopen the record at move-out and add the second photos. | With the PDF. It is plain, unencrypted text with your processed photos inside, so treat it like the photos themselves. |
Before you send anything
- Open the PDF and look through every page. Check that no photo shows something private, such as mail, documents or people.
- Send the PDF, not the backup file. The backup is for you.
- Use a channel that keeps a dated copy for both sides, such as email.
- Keep the reply, if any, with your files.
Why MoveRecord does not save for you
MoveRecord keeps your record only in the open browser tab. There is no account, no cloud copy and no automatic saving in the browser. That means nobody else can open your record through MoveRecord, and nothing is left behind on a shared computer once the tab is closed. It also means the download buttons are your only way to keep the work, so use them before you leave the page.
When you are done
After the tenancy is settled, decide how long to keep the files and delete copies you no longer need, including ones in your downloads folder and email attachments. “Clear everything” in MoveRecord empties the tab; it cannot delete files you already downloaded.