Steel structure repaired component archive folder separation checklist

A steel structure repaired component archive folder separation checklist helps EPC teams turn a mixed repair archive into a controlled closeout record. Repair evidence, owner handover files, restricted engineering decisions, internal comments, and site closeout records should not all sit under one broad folder if they serve different audiences.

The goal is not to create unnecessary file complexity. The goal is to make final records easy to retrieve while keeping draft, restricted, and internal materials out of the wrong handover route.

1. Decide why each folder exists

Before creating more folders, define the purpose of each folder. A repaired component archive should separate records because their status, audience, or access requirement is different.

• Use a final record folder for accepted repair evidence and owner handover records.
• Use a quality evidence folder for NCR closeout, inspection records, and repair photos.
• Use an engineering folder for restricted dispositions, technical decisions, and review notes.
• Use an internal folder for draft comments, working files, and non-final notes.
• Use a site closeout folder for records needed during installation, handover, or punch closeout.

For mixed folder diagnosis, use the archive mixed audience folder checklist.

2. Separate final and non-final records

Final owner records should not be mixed with obsolete drafts or internal review comments. If the archive cannot distinguish final from working records, future users may rely on the wrong evidence.

For final record checks, use the final acceptance record checklist.

3. Separate access groups by folder purpose

Folder separation should match access rules. If different folders still use the same broad project group, the separation has not fixed the archive risk.

• Owner handover folders should contain only records suitable for owner retrieval.
• Engineering folders should be restricted to engineering and approved quality reviewers.
• Internal review folders should exclude owner, temporary, and expired reviewer accounts.
• Quality evidence folders should support audit and closeout retrieval without exposing unrelated cases.
• Site closeout folders should focus on installation-relevant final evidence.

For permission rules, use the archive access control checklist.

4. Build a folder map before moving files

Moving files without a folder map can create broken links and duplicate evidence. Build the target structure before moving records from the old mixed folder.

For parent path control, use the archive parent folder permission checklist.

5. Move records with traceability

Every moved record should remain traceable by component mark, repair number, NCR number, final status, and archive index reference. Do not move files in a way that loses the original closeout trail.

• Record original folder path and new folder path for each moved repair record.
• Keep component mark, repair number, and evidence type in the archive index.
• Mark obsolete or superseded files instead of silently deleting them.
• Record who approved the folder separation and when it was completed.
• Keep a migration note for records moved from temporary review storage.

For migration controls, use the archive link migration checklist.

6. Retest links after folder separation

Folder separation is not complete until links and access are retested. The final archive index should open the right record for the right role without exposing restricted folders.

• Test final owner links after records move out of the mixed folder.
• Test quality evidence links from NCR closeout logs and repair registers.
• Test engineering restricted folders with approved and unapproved users.
• Test old transmittal links that may still point to the retired mixed folder.
• Test expired, anonymous, and temporary reviewer access after folder separation.

For access checks, use the archive access retest checklist.

7. Update archive indexes and closeout records

After folders are separated, archive indexes should show the current final location. Old mixed-folder paths should be retired, redirected through the index, or documented as historical references.

• Update archive index links to each new purpose-based folder.
• Update owner handover packages, NCR closeout logs, and repair registers.
• Record retired mixed-folder path and replacement path.
• Check for broken links caused by the separation.
• Attach retest evidence to the final closeout record.

For broken link review, use the archive broken link checklist.

Final folder separation checklist

Before accepting the repaired component archive, confirm:

• Every archive folder has a defined purpose and audience.
• Final records are separated from drafts, internal comments, and superseded files.
• Access groups match folder purpose rather than using one broad project group.
• A folder map was prepared before files were moved.
• Moved files remain traceable by component mark, repair number, and final status.
• Owner, quality, engineering, site, expired-user, and anonymous access were retested.
• Archive indexes, closeout logs, and handover references were updated.

Red flags in folder separation

• Folders are renamed but still contain the same mixed records.
• All separated folders still inherit one broad parent permission group.
• Final owner files include draft comments or obsolete evidence.
• Engineering dispositions are placed inside owner handover storage without review.
• Archive indexes point to the old mixed folder after records are moved.
• No retest proves that final records remain retrievable after separation.

Buyer note: Folder separation should make repaired component records easier to use, not harder to find. EPC buyers should require a folder map, access matrix, traceable file movement, link retesting, and updated archive indexes before accepting the final archive.