Box folder structuur IN&LO

[PROJECT NAME] Exchange

Folders to be determined per project
The naming of each folder should start with the name of the project by the client.
For projects with several parties, folders to be made per external party with whom you would like to share the documents.
For tendering per contractor a seperate folder needs to be made! Since contractors can see who has access rights to the folder they are invited to.

[PROJECT NR] Contracts

Financial Legal
01.Budget(ABW) 01.RFP
02.Forecasts
01.ABW forecast PCB017 02. Project Autorisation Form
01.Risk and approval workbook
02. Project Control forecast 02.HSE Risk Assessment (for RHDHV employess)
03.Invoices01.to client 03.Project Environmental Aspects Register
02. from subcon 03.PQ&Proposal 01 PQ documents
04.Project Reports(ABW)
PCB012 project monitoring report 02 Proposal Files
PCB018 profit and loss 03.Proposal Documents
PCB027 project cost 04.Rejection Letter
05.Earned Value Analysis 04. Contract 01.Contract Files
02.Contract Documents
03. Certificate of Completion
05. Purchase Orders
06. Subcontracting 01.Inter Company Agreement (ICA)
02.Internal Project Agreement (IPA)
03. Subcon (3rd party)
07.Additional Works Folder per change order (only RHDHV fee) 01.Proposal
02.Approval
08.Non-Commercial Documents
01.Bank Guarantee
02.Claims Notice of Liability
03.Licences
04.Non-Disclosure Agreement

[PROJECT NR] Team

Correspondence Technical data
01.Mails 01.Coordination
02.Letters 01. Roombook
03.Minutes of Meeting
04.Notes / Memo
05.Presentation
06.Request for Information 10. Design Data
07.Transmittal (proof that the documents has been send) 01. Site data 01.Topographical Survey; 02.Geotechnical Survey
08.Incoming data (in case double storage is required to prevent loss of files) 02. Client's data
03. Local Standards
Project records 04. Pictures
01. Project Procedures
01.Internal Project Transfer
02.Project Plan 21.BIM 01.BIM Deployment Plan (incl assembly Codes )
03.Project Organisation RACI Matrix 02.Families (incl Shared Paramaters)
04.Work Breakdown Structure 03.Revit Schedule
05.Checklist for Kick Off Meeting 04.NavisWorks
05.Back-up Coordination Model
02.Document Control
01.Document Register 22.Modelling 01.Drawing List If working in CAD, each phase to be divided per discipline.
02.Conceptual Design (if done in Revit)
03.Change Control 03.Schematic Design
01.Change request 04 Detailed Design
02.Change register 05 Issued For Construction
06 Permit
04.Reporting (External) 07 As Built (if made by RHDHV)
01. Progress Report
23.Architectural 01.Colour Plan
05.Costing 02.Flow Schedules (logistic, personnel, emergency,etc)
01. Cost Estimate Concept (construction cost estimate) 03.Door and Windows Schedule
02. Cost Estimate Schematic 04.Material List
03. CCE vs. Contracts (incl priced BOQ) 05.Specifications
04. Cost Data & Unit Rates (references & input for the cost estimate) 06. Check Print 01. Engineer
02. Lead Engineer
06.Schedule 03. Tech. Advisor/ Dept. Head
01.Engineering (int. Engineering & Procurement)
02.Progress Control 24.Structural [STRUC] 01.Basis of Design [BOD]
03.Project (ext. Construction & Equipment) 02.Calculation/Simulations [CALC]
03.Material List [ML]
07.Risk Management 04.Specifications [SPECS]
01.Risk and approval workbook 05. Check Print 01. Engineer
02.PRL (updated PRL during project) 02. Lead Engineer
03. Tech. Advisor/ Dept. Head
08.QHSE
01.PQ/Proposal Evalution Form (insight) 25.Civil/Infra 01.Basis of Design
02.Subcontractor Evaluation Form 02.Calculation/Simulations
03.Complaints 03.Material List
04.Internal Project Evaluation 04.Specifications
05.External Project Evaluation (digital form insight) 05. Check Print 01. Engineer
06.Client Satisfaction Survey (insight) 02. Lead Engineer
07.Client Satisfaction Reference (CSR) 03. Tech. Advisor/ Dept. Head
08. Audit Reports
26.Mechanical BS 01.Basis of Design
40.Procurement
Folders per Tender Package 02.Calculation/Simulations
01. TP# xxxx 01 Tender Document 03.Material List
04.Specifications
02 Tender Process 01.Pre-Qualification 05. Check Print 01. Engineer
02.Clarification 02. Lead Engineer
03.Received Bid 03. Tech. Advisor/ Dept. Head
04.Bid Evaluation
05.Negotiation 27.Electrical 01.Basis of Design
06.Final Bid 02.Calculation/Simulations
03.Material List
03 Contract Documents 01.Letter of Acceptance 04.Specifications
02.Contract Set 05. Check Print 01. Engineer
02. Lead Engineer
09. Marketing & Communication 03. Tech. Advisor/ Dept. Head
01.Appoved pictures/renders (image database)
02.Project Reference Sheet (PRS) 28.HVAC 01.Basis of Design
03.Project Recommendation Records 02.Calculation/Simulations
04.Internal Publications 03.Material List
05.External Publications 04.Specifications
05. Check Print 01. Engineer
Deliverables (As per the deliverables offered to the client. In this folder as: .pdf, .dwg, .dxf and (.rvt) file) 02. Lead Engineer
01.Conceptual Design 01. Shared (Internal) 03. Tech. Advisor/ Dept. Head
02. Published
03. Archive 29. Mechanical Process 01.Basis of Design
02.Calculation/Simulations
02.Schematic Design 01. Shared (Internal) 03.Material List
02. Published 04.Specifications
03. Archive 05. Check Print 01. Engineer
02. Lead Engineer
03.Detailed Design 01. Shared (Internal) 03. Tech. Advisor/ Dept. Head
02. Published
03. Archive 30.Piping 01.Basis of Design
02.Calculation/Simulations
04.Tender Packages 03.Material List
05.Issued For Construction 04.Specifications
06.Reporting 05. Check Print 01. Engineer
02. Lead Engineer
03. Tech. Advisor/ Dept. Head

31.Process 01.Basis of Design

02.Calculation/Simulations
03.Material List
04.Specifications
05. Check Print 01. Engineer
02. Lead Engineer
03. Tech. Advisor/ Dept. Head

32.Instrumentation 01.Basis of Design

02.Calculation/Simulations
03.Material List
04.Specifications
05. Check Print 01. Engineer
02. Lead Engineer
03. Tech. Advisor/ Dept. Head

40. HSE
01. CDM & Safety in Design Logs
02. Accidents & Incidents reporting (via insight)
03. Safety Plan

50.Construction Management
01 RHDHV 01 Reporting
02 Finance
Cost Report
COX
01 Quotations
02 Variation Order
03 Progress Claim
04 Certificate of Payment
03 Progress Control
04 Organizations
05 Coordination
06 Correspondence
07 Safety
08 Quality

02 COX (per contract) 01 Correspondence

02 Drawings 01 IFC
02 As Built
03 Construction Schedule
04 Request for Approval 01 Shop drawings
02 Materials
03 Method statement
04 …..
05 Request for Information
06 NCR and Defects
07 Request for Overtime
08 Site Instructions

10 Quality Plan
11 Safety Plan