Keep a usable demolition document folder

Create clearly named sections for the accepted scope, drawings, assessments, authority records, changes and completion documents. Keep a simple index identifying the current version of each instruction. Preserve superseded versions in a separate history section.

Use dates and descriptive file names rather than generic labels such as “final” or “new”. If a document arrives through a message, save the attachment with enough context to identify its source. Avoid editing the only copy of a signed or issued document.

Give each contractor the information relevant to its role and confirm that it has the current version. Do not circulate personal documents, tenant details or unrelated business information as part of a general project folder.

Store access codes and other sensitive operational information separately, with access limited to the people who need it. A public enquiry form or image gallery is not a suitable archive. Ask the relevant provider how it expects to receive larger project records.

Add the completion review, outstanding-item list and any records provided by the responsible parties. Keep actual confirmation separate from a request or booking. Tell YAK which relevant records already exist when enquiring; the initial message can name them without attaching an entire private archive.