Industry guide
What construction and architecture records show
Project files capture how a design turns into a building. You can leave out sensitive projects and anything the owner holds.
See my estimateQuestions owners ask
Does every project have to be included?
No. You choose the projects and periods, and you approve a sample before anything goes out.
Who do we need to bring in?
Most often your project platform and storage admin, with a principal joining for scoping.
Are there any fees?
No. Everything starts under NDA and costs you nothing.
Other things owners ask about
- Estimating files can stay out, so your pricing remains private.
- In the copy, owners, subs, suppliers and site addresses become placeholders.
- No passwords are requested, and the originals never leave your systems.
What owners usually include
- Drawings, models and revision history
- RFIs and submittals
- Change order records and coordination notes
- Bid packages and estimates
- Daily logs and punch lists
How to start small
A handful of completed projects with full paperwork is a good start, covering the RFIs, submittals, change orders and the logs that link them. Projects with owner restrictions or security concerns can sit out from day one. Later on, more projects can join one at a time if you choose.
Every scope, large or small, goes through the same preparation. License Your Data uses only the scope you sign off on, swaps names and identifiers for placeholders and has you review a sample before anything is shared. The original files stay in your systems the whole time.
Who owns the drawings?
Your contract may limit how drawings and models are used, or the owner may hold them outright. Including them depends on those agreements, which is a question for your counsel. We do not offer legal advice. Project by project, anything the owner holds can stay out.
Extra restrictions are common on government buildings and critical infrastructure. Those projects are flagged during scoping and can stay out entirely.