Record the plan set used for the advice
List the drawing title, drawing number, revision, issue date and file name. Identify which drawings show the parts of the project relevant to the commission. If a revision is missing or unclear, ask the issuing team to confirm it rather than inferring that the newest file name is authoritative.
Keep current and superseded files distinguishable
Preserve earlier versions in a clearly labelled archive and identify the current set in the working register. Where several disciplines supply drawings, do not assume they all share the same revision letter or date. A contents note should identify each document independently.
When a plan changes
- Record the replacement drawing and the date it was received.
- Ask the project team to explain the change and supply the relevant updated information.
- Identify which existing tree advice references the earlier drawing.
- Discuss whether the changed proposal requires review or a revised scope.
- Record the outcome and the version of any replacement advice.
A practical example
Illustrative example: Advice was prepared using driveway drawing D04 revision B. The project team later supplies revision C with an altered layout. The coordinator records revision C, keeps revision B as superseded and asks the consultant to review the change. The earlier advice is not silently relabelled as applying to the new layout.
Make references visible in the issued package
The report or accompanying note should identify the plan information used. Keep drawings and advice together when circulating the package, or explain where the referenced documents can be found. If the report has been corrected or replaced, state which issue replaces the earlier one and what changed.
Keep a simple plan register
- Document title and drawing number.
- Revision, date and file name.
- Source and receipt date.
- Current or superseded status.
- Related advice or report reference.
- Review request and its recorded outcome.
For the initial brief, see tree protection project inputs. Discuss Sorbus development advice and use the handover checklist when issuing files.
Prepared by Canopy.