Build a closed-file archive manifest and retrieval-check queue Get the source data and prepare the review Advanced proposed local-snapshot route; helper statically reviewed only and not runtime-tested WHAT WAS CHECKED Official documentation checked; all routes are proposed and have not been run in a product account. No client data, account access, installs or account writes used. Native column names are distinguished from editorial kit contracts. Missing source evidence blocks completeness claims. BEFORE YOU START - Existing PowerShell 7 on Windows and IT approval to run the bundled helper under the existing script policy. No install, elevation or execution-policy bypass is part of this route. - An approved stable, fully local working snapshot and an existing output folder outside it on the same fixed local drive. Both paths must be absolute drive-letter paths with ordinary, non-reparse-point ancestors. No live/cloud/network/mapped-drive repositories, original forensic media or restricted paths. - The records/IT owner must exclude credential/profile directories and all secret material before selecting the snapshot. The helper uses -Force and hashes every readable regular file, including hidden files; it does not detect or redact secrets. - Records owner supplies scope and identity/custodian/family metadata; hashes establish byte equality only. - Lawyer-approved closeout scope, expected inventory and hold/retention instructions; actual physical-box records and prior retrieval checks. - Firm-approved Excel; optional Copilot entitlement and tenant approval for the exact minimized data. Native Excel analysis can be done manually if Copilot is absent. - Keep raw exports and identifying source pointers in a separate restricted location. The AI workbook contains only approved alias-based tables and visible policy/scope text, never raw client records on another tab. DATA ACQUISITION LIMITS - This is a closeout findability/manifest check, not backup certification or a retention decision. - Digital hashes cannot inventory physical originals or establish legal holds. Unprovided expected inventories and missing retrieval tests stay unknown. - Advanced helper route: existing Windows PowerShell 7, approved stable snapshot, IT code review and a safe synthetic test under existing policy are prerequisites. The helper is not a security boundary against concurrent or malicious filesystem changes. No runtime test was performed here. DECLARED INPUT CONTRACT closeout-inventory.csv: matter_alias, closeout_approval_ref, item_id, item_type, expected_size_bytes, expected_sha256, hold_status, approved_next_review_date, access_owner archive-manifest.csv: matter_alias, item_id, size_bytes, sha256, archive_location, physical_box_locator, source_ref retrieval-checks.csv: matter_alias, item_id, checked_at, retrieval_result, observed_location, evidence_ref scope.txt STEP 1: Capture the approved closeout expectations Tool: Local document viewer and records owner Open: Actual closeout approval, matter inventory and physical-box register Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. Read the approved item list and record matter/item aliases, item type, expected size/hash only if previously evidenced, hold_status, approved_next_review_date, access_owner and closeout_approval_ref. Copy physical original requirements from the actual register, not from digital filenames. Expected output: closeout-inventory.csv with original approval/source references retained separately. Use it next: Prepare the approved archive working snapshot for digital inventory. Check: Do not mark a matter closed, release a hold or select a destruction date based on this checklist. Documentation limit: Official sources support named product features. Workflow-specific prompts, alias fields, mappings and reviewer rules are editorial adaptations, not native export promises. Source documentation: https://support.microsoft.com/en-us/excel/tutorial-import-data-into-excel-and-create-a-data-model STEP 2: Collect real local file sizes and SHA256 hashes Tool: PowerShell 7 on Windows Open: Existing PowerShell 7 session > reviewed Inventory-ApprovedLocalSnapshot.ps1 Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. Have IT review the bundled helper and test it on a synthetic fixture under existing script policy before using approved work files. Set absolute snapshot and output paths on the same fixed local drive, with the output directory outside the snapshot. Before running, exclude credential/profile directories and secret material: -Force includes hidden files and there is no automatic secret detection. Run the command below with approved paths. The helper checks path forms, drive type and every directory ancestor, then walks ordinary directories one level at a time without following reparse points, records read/enumeration errors, hashes readable regular files with SHA256, and writes new inventory/issues/control files outside the input. It does not change source bytes. Reads may affect access metadata; this is not forensic acquisition. PASTE THIS PROMPT & '.\Inventory-ApprovedLocalSnapshot.ps1' -Root 'C:\ApprovedSnapshot' -OutputPrefix 'C:\ApprovedAudit\capture-20261015-01' Expected output: Native-cmdlet-derived local_row_id,relative_path,original_name,size_bytes,sha256,observed_last_write_utc,captured_at_utc plus issues/control logs. local_row_id is a run-local row reference, not a persistent document ID. Use it next: Inspect the issue/control logs before mapping the digital archive manifest. Import CSV via Excel Data > From Text/CSV > Transform Data; set IDs, hashes and paths to Text. Do not double-click untrusted CSVs or enable formulas/macros/links. Check: Any skipped/unreadable/changing file is a coverage gap. No claims about deleted files, embedded attachments, alternate streams, cloud versions or access permissions. No repair/delete action. Stop if any path is rejected or changes during capture; do not bypass checks, elevate permissions, install PowerShell or change execution policy as part of this recipe. Documentation limit: Microsoft documents the cmdlets and their options. The bundled composition, error handling and kit mapping are editorial code, not a vendor tool; it has not been runtime-tested here. Source documentation: https://learn.microsoft.com/en-us/powershell/module/microsoft.powershell.management/get-childitem?view=powershell-7.5 https://learn.microsoft.com/en-us/powershell/module/microsoft.powershell.utility/get-filehash?view=powershell-7.5 https://learn.microsoft.com/en-us/powershell/module/microsoft.powershell.utility/export-csv?view=powershell-7.5 https://support.microsoft.com/en-us/excel/get-started/import-or-export-text-txt-or-csv-files https://learn.microsoft.com/en-us/dotnet/api/system.io.driveinfo.drivetype?view=net-9.0 https://learn.microsoft.com/en-us/dotnet/api/system.io.path.getfullpath?view=net-9.0 STEP 3: Map the observed records to the starter input Tool: Excel and authorized staff Open: Separate analysis workbook > Home > Format as Table Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. Map archive-manifest.csv to matter_alias,item_id,size_bytes,sha256,archive_location,physical_box_locator,source_ref using verified item crosswalks. Enter physical_box_locator from actual records; blank is not proof no original exists. Read actual authorized retrieval-check records into retrieval-checks.csv with checked_at,retrieval_result,observed_location,evidence_ref. If a new read-only retrieval check is authorized, the records owner opens the actual archived item/locates the physical original and logs the result; do not claim a test occurred merely because the file appears in a list. Paste scope.txt and inventory errors into Scope. Create named tables for CloseoutInventory, ArchiveManifest and RetrievalChecks. Put the policy and review scope in visible worksheets or paste them into the next prompt. Expected output: CloseoutInventory, ArchiveManifest and RetrievalChecks with digital/physical evidence separate. Use it next: Check the mapping against each original source before using AI. Check: Aliases and missing policy fields are staff-created; do not relabel a native export as the kit schema. Unknown stays blank/unknown, not false or zero. Documentation limit: Official sources support named product features. Workflow-specific prompts, alias fields, mappings and reviewer rules are editorial adaptations, not native export promises. Source documentation: https://support.microsoft.com/en-us/excel/tutorial-import-data-into-excel-and-create-a-data-model STEP 4: Review the bounded evidence with Copilot Tool: Excel Copilot, optional Open: Approved analysis workbook > Copilot icon at lower right > Chat only Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. Use Chat only and submit the prompt. Without Copilot: join approved expected items to manifest and actual retrieval checks, preserving digital and physical requirements. PASTE THIS PROMPT Compare CloseoutInventory, ArchiveManifest and RetrievalChecks by exact matter_alias/item_id. Flag missing expected items, changed size/hash, absent physical locator, failed/missing retrieval evidence, unknown hold/owner and overdue supplied review dates. Keep unobserved fields unknown. Do not declare retention compliance or recoverability, release holds, choose destruction dates, move or delete files. Cite approval and evidence refs. Expected output: Closeout evidence-gap checklist. Use it next: Copy the draft exception list to the reviewer; retain row references. Check: Check every flagged row and the scope. A fluent answer is not evidence of completeness; no automatic workbook or source-system edits. Documentation limit: Official sources support named product features. Workflow-specific prompts, alias fields, mappings and reviewer rules are editorial adaptations, not native export promises. Source documentation: https://support.microsoft.com/en-us/excel/copilot/get-started-with-copilot-in-excel https://support.microsoft.com/en-us/excel/copilot/frequently-asked-questions-about-copilot-in-excel STEP 5: Approve the review result Tool: Responsible staff reviewer Open: Reviewed local worksheet Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. Records staff verify each exception and the lawyer confirms hold/closeout instructions. Approve only a bounded inventory/findability observation; plan missing retrieval checks separately. Expected output: Reviewed closeout checklist with unresolved evidence. Use it next: Any external message, source change, payment or deletion requires its own authorized process. Check: No archive is certified complete solely by matching filenames or a successful sample retrieval. Documentation limit: Editorial human-review gate; linked Excel documentation supports the worksheet used, not legal or accounting conclusions. Source documentation: https://support.microsoft.com/en-us/excel/tutorial-import-data-into-excel-and-create-a-data-model ACCOUNT AND SOURCE CHECKS STILL NEEDED - Actual account access, plan and source-data completeness have not been tested. USING THE FILES IN THIS KIT Use the exact files or source text named in the steps above. Native exports keep their own headers. The kit tables are editorial review worksheets; they are not a claim that a product exports those fields. Some routes use reviewed text directly or require additional original files. Never rename an unreviewed raw export to make it appear mapped. Keep expected-result files separate from inputs. The source account, actual data, prompts and end-to-end workflow were not tested. Any final communication, filing, permission change, payment or publication needs its own authorized human action. This guide performs none.