Who We Are
A small office with a clear purpose
Longspan was formed in Kota Kinabalu by a group of administrative professionals who noticed a recurring difficulty: people nearing retirement were sitting on decades of paper — EPF statements, old employment letters, lapsed insurance records — with no clear picture of what they had, what they needed, or how to put it in front of anyone who could help them.
The name comes from the idea of a long span of working life finally being drawn together into a single, legible record. We are not advisers, not agents, and not representatives. We are people who know how to sort, label, and index — and who understand the vocabulary that appears on retirement-related paperwork in Malaysia.
We opened our Jalan Gaya office in early 2022 and have since worked with individuals across Sabah, helping them prepare organised paperwork to bring to the qualified professionals — financial planners, estate administrators, HR departments — who are in a position to act on it.
Our Mission
Paperwork should not stand between a person and their retirement.
Many people reach retirement age with a drawer full of documents that have never been sorted into any meaningful order. They know those papers matter — they just do not know where to start. Longspan starts there.
Our work is straightforward: we sit with you, go through what you have, build a clear index, and note what is missing. Nothing more. We believe that clarity about your own records is something every person deserves, and that it should not require hiring a lawyer or a financial adviser just to get a pile of papers into a sensible order.
Our Values
- Clarity without interpretation
- Discretion with every document
- Pace set by the work, not by a schedule
- Handover quality that serves whoever you consult next
The People Behind the Desk
Our Coordinators
Siti Rahayu Bt. Hamid
Lead Coordinator
Siti Rahayu spent twelve years in corporate HR before moving into records management. She leads the Household Records Index and Long Paper Trail engagements and trains all incoming coordinators.
Davin Koh Jian Wei
Workshop Facilitator
Davin runs the Documents Readiness Workshops and develops the printed workbook materials. His background is in adult education, and he holds workshops in both English and Bahasa Malaysia.
Nadia Lim Ai Ling
Records Coordinator
Nadia handles indexing and filing across both the Household Records Index and Long Paper Trail services. She previously worked in document control for a regional property firm before joining Longspan in 2023.
How We Work
Our Working Standards
Every engagement follows a consistent set of practices that keep your records safe, your expectations clear, and the finished product useful.
Document Handling Protocol
Original documents are never removed from your possession without a signed receipt. Working copies are destroyed within 14 days of the final handover.
No Advice, No Representation
Our coordinators are trained to sort and label, not interpret. If a document raises a question that needs a professional answer, we note it and refer you to the appropriate source.
Consistent Index Structure
All indexes follow a standardised naming and numbering convention so that any professional you consult subsequently can navigate the file without additional explanation.
Personal Data Privacy
We comply with the Personal Data Protection Act 2010 (Malaysia). No personal information is shared with third parties without explicit written consent.
Written Engagement Terms
Every service begins with a clear written agreement covering scope, deliverables, and fees. There are no add-ons or hidden items that appear after the work begins.
Practitioner Referral Directory
Long Paper Trail engagements close with a directory of registered practitioners in Sabah — financial planners, estate administrators, and legal offices — so you know where to take the completed file.
Background & Context
Retirement paperwork in Malaysia: what makes it complicated
For many working adults in Sabah, retirement paperwork accumulates across multiple employers, multiple decades, and multiple fund types — EPF contributions, gratuity payments from former public-sector roles, self-employed contribution periods, and correspondence from HR departments that no longer exist. Each of those categories has its own statement format, its own reference numbering, and its own set of agencies responsible for queries.
Longspan does not navigate those agencies on your behalf — that would require a level of representation we are not authorised to provide. What we do is help you understand the vocabulary used across those documents, organise your own copies, and prepare a clear, dated register that a licensed professional can read efficiently.
The Documents Readiness Workshop is a starting point for people who are still some years from retirement and want to begin gathering records methodically. The Household Records Index suits people who already have a pile of paper and need it brought into a usable structure. The Long Paper Trail Coordination is for situations where records span several states or decades and the process of assembly is going to take time and careful tracking.
All three services are available to individuals resident in Kota Kinabalu and the surrounding areas of Sabah. For those outside the city, we can discuss remote workbook delivery for workshop participants and postal return of printed indexes for household coordination clients.
Ready to bring your records together?
Send us a short note about your situation and we will point you toward the service that fits.
Contact Longspan