Are you using Xero files ? At your year end e.g March , a good way to ensure cloud bookkeeper have access to all your necessary documents is to upload them to the Xero files. This could include things like dividend paperwork or any purchase invoices for fixed assets that rant already uploaded.
Xero files are also a great way to declutter your office. Upload and store any documents you need of easy access anywhere and to save on space recycling the paper copies. HMRC and other tax authorities accept electronic copies as being equivalent to paper copies.