Imperial Project File/Common Data Environment (CDE)

Description

At Stage 0/1 a Project File is created to manage documentation for all projects or change to spaces, infrastructure and services. A standardised structure is set up on Imperial's Box cloud storage portal to enable the Property Division to collaborate internally and externally on projects. For minor works, a simplified folder structure is available upon request. 

The Project Manager contacts the Estates Records & Archives Officer to request a project file as soon as records are being created. This should not wait until a potential project/change is approved as early-stage records may be revisited at another stage in the future and should be held in a managed system.

To register a project file, the following information is required: 

  • Location of works (room/floor level/building)
  • Suggested project title
  • Access requirements (anyone outside the Property Division who needs access at this stage)

The registered project file is handed over to the Project Manager who is then responsible for managing access and maintaining the content. The project number is to be used on all documentation and communication. For confidential early-stage information, contact the Estates Records & Archives Officer for advice on an interim storage location. Folder and file names must be clear and concise, with minimal use of multiple nested subfolders. Refer to the Divisional Record Document Guidelines for further advice. 

Engagement 

  • Project Manager to ensure Project Team have access to the Collaboration section of the project file. 
  • Project Manager to notify the Records & Archives Officer of any changes to the project scope or title. 
  • External Project Manager to receive induction/training on Imperial's project filing in Box with the Records & Archives Officer. 

Forms & Links 

Approvals & Compliance Review

Estates Records & Archives Officer to carry out random audits of project filing and contact the Project Manager if folders need to be populated. 

Repeated Subsequent RIBA Stages

RIBA Stage 2

Where an external Project Manager has been appointed, the Imperial Project Manager is to give access to the "PM & QS" and "Collaboration" sections of the project file. Schedule an induction meeting with the Records & Archives Officer for guidance on Box and project filing best practice.

At end of stage, Project Manager to ensure the Box project file has been fully populated, with any information held elsewhere uploaded. 

RIBA Stage 3

At end of stage, Project Manager to ensure the Box project file has been fully populated, with any information held elsewhere uploaded. 

RIBA Stage 4

At end of stage, Project Manager to ensure the Box project file has been fully populated, with any information held elsewhere uploaded. 

RIBA Stage 5

Project Manager to give Contractor access to the "Collaboration" section of the project file. (Viewerr/Uploader access). If requested by the Contractor, Project Manager to give the Technical Author access to the Collaboration section of the project file (Viewer/Uploader access). 

At end of stage, Project Manager to ensure the Box project file has been fully populated, with any information held elsewhere uploaded.

RIBA Stage 6

On completion, Project Manager is to ensure the Box project file has been fully populated, with any information held elsewhere uploaded. Project Manager to remove access to Project Team as required. 

RIBA Stage 7

At defects end, when the project is financiall closed, the Project Manager notifies the Estates Records & Archives Officer and ensures that all external collaborators have had their access removed.

Estates Records & Archives Officer transfers the closed project file to a holding area to review for archive retention, extracting any information required for long term access or inclusion in the Golden Thread as applicable. The remainder of the project file is moved to secure storage for the required retention period as per Imperial's retention schedule.