Start with the decisions the records should support
Identify the questions your team needs to answer: what was installed, where work occurred, who supplied it, what remains under review, and which record is current. Use those questions to choose the file structure and required fields before selecting a tool.
Preserve context and document status
Connect records to a property, location, system, and project. Record the date, author, and whether a document is proposed, approved, record information, or superseded. Keep original files where appropriate and distinguish field observations from verified design information.
Choose a manageable operating approach
Consider access permissions, search, version history, exports, backups, and the staff time required to maintain the system. A simple indexed folder can be more useful than an unmaintained platform. Sensitive tenant and security information needs appropriate access controls.
Keep the system independent of one project team
Assign owner stewardship and test that records can be retrieved and exported. Include digital deliverables in future project scopes where they are useful. Digital organization does not certify building condition, establish ownership rights, or replace current assessment and maintenance work.