Document coordination guide · Reviewed 25 October 2026
A handover folder is useful when the next person can tell what was completed, which information is current and what remains open. A large collection of unnamed files does not achieve that. This guide offers a practical index for owners and project coordinators. The actual completion, inspection and sign-off requirements must be set by the responsible project professionals and authorities.
Start the index before the work ends
Create the handover index when scope is agreed. Assign a provider for each document and a reviewer who can decide whether it is acceptable. Record the expected stage of delivery. Discovering on the final day that nobody was assigned to collect a record can delay a meaningful handover even if physical work appears finished.
| Folder | Contents to identify with the project team | Acceptance question |
|---|---|---|
| Scope | Agreed scope and approved changes | What did the contract actually include? |
| Current drawings | Relevant final revisions and document register | Which version should the next team use? |
| Authority records | Applicable approvals, inspection and closeout records | What does each record actually establish? |
| Materials | Disposal or salvage evidence where relevant | Are destinations and quantities supported? |
| Open items | Outstanding actions, owner and target date | Who accepts or resolves each item? |
Use an index, not a naming contest
A short file name plus a consistent register is often more useful than a long file name nobody can read. For example, H-018 can point to a drawing, its revision, the issuer, date received and status. Store the received file unchanged and record any replacement as a new version. Avoid keeping two different documents called “final.”
Do not mark a document accepted simply because it has been received. Use “requested,” “received,” “reviewed” and “accepted” as separate states if they help your project. Acceptance should name the authorized reviewer and any conditions. The index organizes their judgment; it does not confer technical approval.
Document the boundary with the next trade
Ask the incoming team what information it needs before mobilizing. Compare that request with the agreed scope so missing requirements become explicit. If a concealed condition remains unresolved, include the evidence and decision owner. A photograph can document appearance but should not be treated as proof of structural adequacy or regulatory closeout.
Keep exceptions visible
In a fictional handover, an area may be physically cleared while a required record is still pending. Record those as separate facts. State the outstanding item, its consequence, the responsible party and the agreed next step. Avoid describing the whole project as fully closed when a necessary approval or contractual deliverable is missing.
NYC provides BIS and DOB NOW for reviewing different parts of a building’s public record. Check the applicable record directly and preserve its reference and retrieval date. An owner’s document folder does not replace the agency’s record.
Primary reference: NYC Buildings: Find Building Data. The handover index is an original editorial template, not an official certificate.