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 reference
- Identify the site and commission.
- Document version
- List the issued file and revision.
- Issue date
- Record when it was circulated.
- Recipients
- Identify the agreed distribution audience.
- Replacement note
- State superseded issues and change references.
Checks for this task
- Keep a copy of the exact issued files.
- Distinguish a working draft from an authorised final issue.
- Communicate which document replaces an earlier issue when correcting it.
A worked example
Illustrative example, not a client case: Report issue 02 replaces issue 01 after a confirmed caption correction. The register lists the replacement file, date, recipients and change note while retaining the earlier issue in the archive.
Scope and limits
A register records distribution; it does not create contractual acceptance or verify receipt by every recipient.
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.