Solutions / Project and asset files
Construction, engineering and estates
Project and asset information that lasts
Build handover files as projects run, and keep drawings, safety files and warranties with the asset for its whole life.
Project record
PR-2210 · Riverside office refurbishment
Client: [Client name] · Project manager: [Manager name] · Stage: Construction · Site: Riverside House
| Document | Type | Sensitivity |
|---|---|---|
| Building contract.pdf | Contract | Confidential: Commercial |
| Drawing register.xlsx | Design | Internal |
| RFI log.xlsx | Technical queries | Internal |
| Health and safety file.pdf | Safety | Internal |
The project record
Each project is a record context linked to its site, assets and subcontractors, so information carries through to handover.
| Field | Example |
|---|---|
| Project number | PR-2210 |
| Client | [Client name] |
| Project manager | [Manager name] |
| Stage | Construction |
| Site | Riverside House |
| Completion due | 31/03/2027 |
A ready-made file plan for project and asset files
Each classification holds its own document types, mapped to Microsoft Purview retention and sensitivity labels.
| Classification | Example document types | Retention label | Sensitivity label |
|---|---|---|---|
| 01 Contract and appointments | Building contract, appointments, collateral warranties | Projects: 12 years after completion | Confidential: Commercial |
| 02 Design and drawings | Drawings, specifications, drawing register | Projects: 12 years after completion | Internal |
| 03 Technical queries | Requests for information, responses, site instructions | Projects: 12 years after completion | Internal |
| 04 Health and safety | Construction phase plan, risk assessments, H&S file | Projects: life of the building | Internal |
| 05 Commercial | Valuations, variations, payment notices | Projects: 12 years after completion | Confidential: Commercial |
| 06 Handover | O&M manuals, warranties, commissioning records | Assets: life of the asset | Internal |
Retention periods and labels are examples. Confirm them against your own retention schedule and Purview configuration.
Linked records
Projects link to the assets they deliver and the subcontractors involved, so information follows the asset.
Asset
AS-1004 · Air handling unit 3
O&M manual, warranty and service history
Subcontractor
SC-318 · [Subcontractor name]
Insurances, method statements and payments
Site
Riverside House
Every project and asset on this site
Purview policies for project and asset files
Retention
Project files are kept for 12 years after practical completion. Safety and asset files stay for the life of the building or asset.
Sensitivity
Commercial documents are Confidential: Commercial. Design and site documents are Internal.
DLP
Stops pricing schedules and commercial documents being shared outside the project team.
What your teams get
Handover built as you go
O&M manuals and warranties ready at completion.
Information that follows the asset
Maintenance teams find what they need for the asset’s life.
Subcontractor compliance
Insurances and method statements checked before work starts.
More solutions
HR files · Case files · Council files · Housing files · Legal matter files · Patient and care records · Student records
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