Make the index lead back to the original material
Give related views and documents clear labels and keep the original source. A wide view, a labelled detail and a current document can answer different questions. Recording that they were received does not certify condition, safety, completeness or contractual acceptance.
- Use a stable equipment reference throughout the index.
- Keep revised material separate from the earlier version.
- Carry unresolved questions into the next review instead of deleting them.
Suggested private folder structure
Keep your own access and retention arrangements appropriate to the material. Use short references that you can repeat consistently in correspondence.
- 01 — Offer and agreed scope, with versions and dates.
- 02 — Pre-dispatch material and the source register.
- 03 — Arrival notes and original photographs.
- 04 — Discrepancy entries and responses.
- 05 — Unresolved questions and later updates.
Index by reference
Use the same unit and document references across your notes. Record the current version without deleting earlier wording that explains a change. Avoid naming files with unnecessary personal identifiers.
Do not turn an index into a certificate
Give each item a status and leave missing rows open. When a specialist reviews material, record the reviewer, date and exact scope of that review. This makes later follow-up more focused.
Prepare a focused follow-up
Use the open-questions section to ask a concise question with its document reference. Send only the information necessary for the enquiry. This site does not accept document uploads or hold your handover file.