Keep the old records where your office can find them, and pick a start date for new jobs in the app. Switching software is no reason to throw out the originals. Get any scanning or import plan confirmed on its own.
Reviewed October 17, 2026
Make a map first
List where the old records live: office folders, truck paperwork, any digital archive. For each group, note the customer or site, the date range and who can find it. Mark gaps as gaps.
The Propane Safety App lists photo documentation as a module. That is a field feature. It is not a promise to scan or import old files. Product source
Pick a start date for new app records. Keep a simple index: look here before the date, look there after it. Whoever owns your retention policy decides what you keep and for how long.
Know what the new record looks like
New field records carry a date, photo, location and signature. Lay one beside a sample from your archive so the office sees the difference. Product source
Customer 360 is an onsite look at prior work at a location. Ask what history would be there on day one and what stays in the old archive. Don't assume an old paper job shows up there on its own. Product source
The app also summarizes field work for reports. Run a report from your start date forward. Label old and new work in your filing notes so nobody mixes them up. Product source
Test both sides of the date
Hand a second office person two requests: one for an old job and one for a new app record. Can they find both without calling the person who set up the switch?
Before buying: record-exit buyer checklist. Ask the provider to demonstrate what, if anything, can be handed back from one sample app record and its attachments, in what format and by whom. Have a second office person open the demonstrated output and check what they can find and use without the presenter. A screenshot in a sales demo does not establish that handback.
Write down what was demonstrated, any missing items and who would request and provide the handback if staff or suppliers change. Ask what, if anything, is available after service ends, and get the terms in writing before buying. This is a buyer checklist, not a supported export specification or a promise of attachment completeness, retention or post-cancellation access.
If the provider agrees to move any old records, get the source files and the way you will check the result in writing. Leave the old archive alone until that work is checked.
Request a demo and ask how your old archive would sit next to new app records.
General information, not legal advice.