Information to record
Use these prompts to agree the record for your project. Keep the answers and their source references together; leave an unknown value explicit rather than filling it with an assumption.
- Project parties
- Identify client, collector and maintaining organisation.
- Working record
- Name the authoritative project copy.
- Permitted recipients
- Record the agreed sharing audience.
- Maintenance role
- Identify who updates the register after handover.
- Retention arrangement
- Record the agreed storage and handover expectations.
Checks for this task
- Clarify responsibilities before sharing a full project package.
- Separate permission to inspect a site from permission to circulate its data.
- Refer disputed ownership or contractual questions to the appropriate adviser.
A worked example
Illustrative example, not a client case: A consultant prepares the survey and the facility team maintains the issued register. The brief identifies the handover files and intended recipients, while later updates are coordinated through the designated property contact.
Scope and limits
This planning aid does not determine intellectual property rights or replace a contract or legal advice.
Use the worksheet
The download contains the prompts and checks above with space for your project notes. It is a plain text document you can edit in a text editor or copy into your project brief. It contains no client information and does not run calculations, import records or change an account.
Continue the workflow
Prepared by Canopy.