An inherited record rarely arrives as one tidy handover. Certificates might sit in an inbox, drawings in a shared folder and warranties with a previous agent. Start by bringing that information together for the whole project, then work through it building by building.
Establish the building context.
Confirm the building or scheme, its homes, tenure and relevant systems. Record the people and organisations involved. These facts shape which records apply, so do not substitute a plausible guess for an unknown detail. Keep unresolved facts visible for the person who can confirm them.
Bring the originals together.
Gather the certificates, reports, drawings, manuals and handover packs you already hold. Preserve original files and distinguish versions rather than overwriting an older document with a newer one. Note which building, home or system each folder appears to concern. A construction contract can add useful context, but you do not need one to begin with an operating building.
Add the files to the project. AssetDrive can match qualifying uploads to the relevant records; uncertain matches need a decision. Check a representative certificate and drawing to understand the result. For new information arriving by email, use the configured project address: AssetDrive reads attachments and prepares filing for confirmation.
Separate the questions.
A missing document means the record lacks that evidence. It does not, by itself, establish that the work never happened. An expired certificate is a different situation from a document awaiting review. Keep those distinctions visible when deciding what to do next.
Where dates are detected, inspect the source and confirm them when asked. A document issue date, test date, expiry date and requirement deadline can mean different things. Do not make an apparent date match carry more certainty than the underlying document provides.
Give the next step an owner.
For a useful first pass, choose a few important gaps and identify who can supply or assess the evidence. An assigned task or recorded party does not change anyone’s statutory appointment. Ask the relevant professional when the responsibility is unclear.
Finish by checking whether another person can find the building, understand one gap, open its requirement and reach the supporting source or document. That is a more practical endpoint than having uploaded a large folder. Return to the same record as certificates and information change.