Embedded Files
Years of building files nobody can find? We sort, name and check them, at a fixed price
Find, sort and trust the information you already hold, and show what the law asks you to keep. Fixed price.
Find, sort and trust the information you already hold, and show what the law asks you to keep. Fixed price.
For estates with years of handover files: old, out-of-date and duplicated O&M manuals, files under old naming systems, and nobody sure what's there.
The problem
The problem
Every handover, takeover and change of standard leaves another layer. Manuals are superseded but never removed, certificates expire, and the asbestos survey or fire strategy you need is somewhere in terabytes of folders. Staff search, consultants re-create what you already own, and compliance questions take weeks to answer.
What we sort
What we sort
Operation and maintenance manuals
Drawings, models and design files
Project files and programmes
Certificates and test records
Asbestos, fire, and health and safety records
Heritage and historic records
Why now: what the law asks you to hold
Why now: what the law asks you to hold
Health and safety file (CDM 2015): every project should hand one over. We check it's there and complete.
Golden thread (Building Safety Act): residential buildings of 18m or 7 storeys and up, including student residences, must keep their safety information up to date and in digital form.
Fire safety information: passed to whoever runs the building at handover (Building Regulations, regulation 38).
O&M manuals: what you need to run and maintain the building safely.
We organise and check your information against these duties. We don't certify that a building is safe or compliant.
What you get
What you get
A register of every file: its proposed name to your standard, type, building, system, date and status.
Duplicates and superseded versions found and set aside.
Out-of-date certificates and manuals flagged.
A retention schedule: keep permanently (for example heritage, asbestos, and health and safety records), keep current, archive, or candidate to discard. Nothing is deleted: you approve every disposal.
A gap and risk list: what's missing, in priority order.
A new filing structure, ready to load into your document system. Your originals are never changed.
Signed off by a named, certified practitioner you can check on the BRE public register.
Prices
Prices
Start with one building: £950 fixed. Pick one building or one project. We find and list everything you hold for it, and check it against what the law asks you to keep: the health and safety file, fire safety information, O&M manuals and, for higher-risk buildings, the golden thread. You get a short report showing what's there, what's missing and what's out of date, plus a fixed price to put it right. If you want the whole estate looked at, the full discovery scan below covers any size.
Step 1: discovery scan, £5,000 fixed, any size. We list everything you hold: how much there is, how much is duplicated or out of date, how much is scanned, and where the risks are. You get a short report and a fixed price for the clean-up.
Step 2: clean-up, fixed price by number of files.
Up to 100,000 files: £18,000
100,000 to 500,000 files: £35,000
500,000 to 2 million files: £65,000
Over 2 million files: fixed price from the discovery scan
Step 3: keeping it tidy. New files are checked against your standard as they arrive, for a monthly fee. Ask for a price.
Payment is due within 14 days, or on your purchase order terms, by bank transfer. Card payment is available if you need it.
Your data
Your data
How your files are handled is agreed in writing before anything is shared. We work on a copy, never your originals, and for large archives we agree with you where the work runs. Personal information in your files is covered by a written data processing agreement.
Who it's for
Who it's for
Estates, facilities and property teams at universities, NHS trusts, heritage estates, public bodies and large landlords.
What it isn't
What it isn't
It's an organised, checked copy of your information and a set of recommendations, at a date. It isn't legal advice on record retention or a Building Safety Act compliance opinion.
Book a scoping call
Written by Tom van den Driessche, BRE-certified ISO 19650 practitioner (BREP10352).
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