The best approach is to just talk to a bunch and compare not only their rates/fees but their procedures.

Is there some step by step procedure written down somewhere that I could look at to make sure I don't miss anything and screw myself over?

That job description could go into corporate security devising security procedures for employees in a warehouse, auditing invoices, shipping manifests, inventory audits and setting in place audit trails to manage inventories as loss mitigation activities.

If your PM only responds to complaints and has no real advice on improvements in practices and procedures going forward your holdings will gradually slip, and maybe even sooner!

The 3 keys to Property Management are:1) Set tenant expectations and have them follow strong (and fair) lease.2) Have vendors you can trust.3) Have standard procedures for every thing from placing a tenant to moving them out.If all 3 are in place you will have work life balance.

All points of the law have been followed (Indiana) except there is nothing that dictates procedure for what must happen now.  

Before you do anything, suggest you pick a 1031 Exchange Company to handle the exchange for you, so they can counsel you on the exact procedures.

In other areas there are different procedures.

Here is how you catch them … When you and your Property Manager are doing the walk through and Lease Audit, make sure you review the Tenant Screening Procedures on each and every Tenant.

How does the procedure for the security deposit work since the landlords will be changing and I still want protection?