Start from the checklist, not your downloads folder
Keep one working list of the items requested by the responsible authority. Beside each item, record the source link and the file you intend to use. Separate a document that has not arrived from a file you already have but still need to review. Neither is automatically a completed requirement.
If a checklist item needs several files, keep them together in the order that makes them understandable. A degree certificate and semester records may belong to one item without becoming one edited original. Follow the official instructions when a particular upload format is required.
Use filenames that explain the contents
Choose a short, consistent pattern such as passport-biodata-v2.pdf or admission-letter-v1.pdf. The label should identify the document without exposing unnecessary identity numbers. Keep dates only when they help distinguish an issue date or a later version.
Keep the original file. If you make a smaller or combined copy for a portal, label that copy separately so it does not silently replace the source. Naming a file ‘final’ does not tell you what changed; a version number and a short note are more useful.
Review legibility before attaching a file
Open the actual file, rather than relying on its thumbnail. Check that the relevant pages are present, correctly oriented and readable at normal viewing size. Look for cropped edges, blurred dates and pages obscured by glare. This is a readability check, not authentication of the document.
Check the receiving authority’s file-format and size instructions before preparing an upload copy. Do not assume a portal accepts the same format as your personal archive or a Solys preparation package.
Make versions and references explicit
When a document changes, keep track of which version each checklist item uses. Replacing the latest file in a folder does not tell you which version was reviewed earlier. In Solys, reports and packages keep their own frozen references; later changes do not rewrite them.
Before generating a new package, inspect the current references and any missing items. A file count measures attachments, not whether every official condition has been met. Review the package after export and retain a separate backup in a location you control.
Finish with a short organization check
Use the free self-check to review your checklist, file readability, naming, versions, sources and backups. Print the outstanding tasks and return to them as documents arrive. Use the separate source-checking guide when you need to establish which instructions to follow.