Building Safety Act Golden Thread

Description

Setup of Golden Thread on Box Hubs (RIBA 0-1)

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 51³Ô¹ÏÍø'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. 

  1. The Project Manager (PM) contacts the Estates Records & Archives Officer to request a project file as soon as records are being created. This shouldn't 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.
  2. 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).
  3. The registed project file is handed over to the PM who is then responsible for managing access and maintaining content.
  4. 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
  5. Folder and file names must be clear and concised, with minimal use of multiple nested sub-folders. Refer to the Divisional Record Document guidelines for further advice. 

Engagement

  • PM to ensure project team have access to the Collaboration sub-folder
  • PM to notify the Estates Records & Archives Officer of any changes to the project scope or title
  • External PM to receive induction/training on 51³Ô¹ÏÍø's project filing in Box with the Estates Records & Archives Officer

Forms & Links 

  • Project Filing Structure:
  • Property Division Box Guidelines:
  • Minor Works Project Filing Structure:
  • Records Retention Schedule: *Note this is held by ACRU/Central Governance, not Property -

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 PM has been appointed, the Imperail PM is to give access to the PM + QS / Collaboration sub-folders within the project file. Schedule an induction meeting with the Estates Records & Archives Officer for guidance on Box and project filing best practice. PM to give the Design Team and any 51³Ô¹ÏÍø stakeholders outside of the Property Division access to the Collaboration sub-folder on the project file. (Viewer/Uploader access unless there is an essential requirement for Editor level access). 

At End-of-Stage, PM is to ensure the Box project file has been fully populated, with any information held elsewhere uploaded.

RIBA Stage 3

At End-of-Stage, PM is to ensure the Box project file has been fully populated, with any information held elsewhere uploaded.

RIBA Stage 4

At End-of-Stage, PM is to ensure the Box project file has been fully populated, with any information held elsewhere uploaded.

RIBA Stage 5

PM to give Contractor access to the Collaboration sub-folder within the project file (Viewer/Uploader access). If requested by the Contractor, PM to give the Technical Author access to the Collaboration sub-folder of the project file (Viewer/Uploader access). 

At End-of-Stage, PM is to ensure the Box project file has been fully populated, with any information held elsewhere uploaded.

RIBA Stage 6

On completion, PM 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 finally closed, the PM 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 51³Ô¹ÏÍø's retention schedule.