Mandate the Project Record Before Procurement
If information governance is not written into the owner’s requirements, the project may default to the systems, naming conventions, access rules, and turnover practices of individual delivery parties.
The owner risk
Waiting for an RFP response or project startup meeting to define the record gives the owner less control. Required information, responsibilities, access, reporting, and turnover expectations should be clear before work begins.
A governed approach
- Define the owner’s required record, governance roles, permissions, naming standards, and reporting expectations
- Specify delivery timing for contracts, drawings, RFIs, submittals, changes, field records, commissioning, and turnover
- Require long-term owner access and structured lifecycle knowledge rather than a final file export
The MySmartPlans difference
MySmartPlans helps owners turn transparency into a project mandate. Final procurement and contract language should be reviewed by the owner’s legal, procurement, and responsible professional teams.
Build with facts—not reconstruction
Establish the information structure while the project is active, responsibilities are clear, and the people producing the records remain accountable.