Documents
Project archive organisation
Organise an archive using agreed rules, flag duplicates and prepare a register. Rules and preservation are checked separately.
Pilot in progress
The work to address
Project documents are spread across folders and filenames do not establish the current version. Staff need the right document with a traceable origin.
Inputs
An approved archive copy or read-only access, structure rules, project and revision identifiers, formats and a document owner.
What the team receives
Document register
Link files to projects and original paths using agreed fields.
Duplicate candidates
Distinguish matching content from similar names.
Organisation proposal
Review proposed locations and questions about revisions.
A fictional worked example
This example explains the workflow and its checks. It is an illustration, not evidence of an accepted deployment.
Inputs
A fictional P-017 project archive contains three files. Start with a register; do not change source documents.
Scroll the table sideways to see all columns.
| Check | Observation | Next step |
|---|---|---|
| Drawing A and copy A | Content matches | Show as duplicate candidates |
| Drawing A · revision 2 | Similar name, different content | Keep separate; confirm revision |
| Unidentified file | Project not established | Ask the document owner |
A similar filename does not prove duplication. Deleting, moving and choosing a current revision require agreed rules and approval.
This is a scenario illustration using fictional data, not output from a BusinessOS run or a customer case study.
What to verify before launch
The human decision
The owner approves structure, revisions and archive changes. The first output can be a register and action plan only.
What to verify before launch
Begin with a limited archive copy. Check inventory coverage, duplicates versus revisions, original paths and recovery before changes.
How to assess results
Document search time, register completeness, correct project classification and unresolved files.
Connecting departments
Procurement, production and estimating can use an agreed document revision with permissions defined for each role.
Working with us
You define the work and accept the result. We handle technical setup, support and development of the agreed solution.
Set up
Study real examples and exceptions, configure connections and check the result with the process owner.
Support
Investigate technical issues and maintain agreed processes within the service contract.
Develop
Assess changes, test them and update the system after approval. New tasks have their own scope and cost.
Start with your task
In 20 minutes, discuss inputs, the required output and where a person is needed. Then agree what to test and which materials are necessary.