Write the question.
Identify the season, field, item or equipment involved and the information someone needs. Avoid beginning with a plan to move every file.
Start with the seasonal question the files cannot easily answer.
Choose one record people keep searching for. Preserve the originals while reviewing how the information is organized.
Locate the relevant entries.
List where the details are recorded and which references connect them. Note inconsistent names, missing dates and copies that disagree.
Identify the review step.
Name who can confirm the current record or approve a correction. A new shared screen still needs dependable inputs and clear ownership.
Choose a focused improvement.
The first change may be clearer identifiers, a structured form, a search view or an export. Define the question it should answer before expanding.
Check with fictional examples.
Try a complete entry, a missing date and two entries needing review. Confirm the result can be found without losing the original context.