Keep the records behind delivery connected to their project. Give authorised people the context they need to understand progress and decisions.
Create the project with the team, dates and required setup information, then organise documents and records around the work. Drawings, site observations, snags and commercial records are easier to interpret when they refer to the same project and location conventions. Agree those conventions before the project accumulates several competing naming systems.
Assign people to the project and check the role they need. The internal team and client view serve different purposes, and client access is specific to the authorised project. A document upload is not automatically a released client record. Review visibility, file-processing state and publication before distributing information outside the team.
An updated drawing, a snag closure or an adopted client decision changes the project’s story. Keep the source reference and review context so subsequent reports can explain that change. Distinguish observed site evidence from proposed analysis and final decisions. This helps the team investigate a question using the record available at the relevant time.
Define the records you need to retrieve at handover or when a subscription ends. Organisation and project export workflows exist, but coverage, retention and deletion schedules must be checked for your intended use. Ask to inspect an export sample and confirm its files before onboarding; an export label does not by itself establish complete long-term archiving.
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