HandoverHandover: The last week…
Lessons
The lessons-learned meeting writes things down: what went well, what didn't, and what it cost. Kofi brings the rework cost code, counted.
Stage 6 · Hand it over · Stop 6 of 6 · The right way
It's all on the drive
The back alley's bill so far: 154 weeks · See the bill
The right way
Doors closed
Archived, kept as long as the contract says. Not the drive. Every firm's access ends. Bev, who buys everything the job needs, gets each supplier's final information before final payment.
In useIn use: Two years later…
Ten minutes
The client raises the defect. The inspection records are found in the archive in ten minutes.
On the driveNothing written down, the door left open, and the records deleted in a tidy-up.
Doors closedLessons counted, an archive, keys back, and the record found in ten minutes.
Now there is: Closing the doors (project close-out): an archive, keys back on the hook, and the rework cost code counted.
What's going on here
A job isn't finished when the team leaves. Closing the doors means keeping the information for as long as it's needed, ending everyone's access, and counting what bad information cost, so the next job can price it properly.
New at this stop
- Closing the doors
- Archiving the job, ending everyone's access, and counting what went wrong. (Project close-out.)
In the town See it in the town: who closes the doors when everyone leaves?
When the team moves on, the Site Office doesn't close itself. Closing the doors means moving the job's information into the archive and keeping it as long as the contract needs, checking the client has had its records, handing back every key at the site gate, and writing down what bad information cost. The trail and the archive are what let Kofi find inspection 23 in ten minutes, two years later. Leave the doors open, and the information sits on "the drive" until a tidy-up deletes it, while leavers can still walk in.
Fix it Old job still open? Close it this month.
- Find finished jobs whose Site Office still has active logins.
- End access for every firm and person no longer working on them.
- Archive the records with a keep-until date, then write up lessons.
A note for the information manager: Make close-out a planned task with an owner and a date in the plan for day one, so it isn't left to whoever happens to be last out of the cabin.
Try it on your job
Is there a job your firm finished last year that people can still log in to?
ISO 19650 Closing the job properly
| ISO 19650 says | Means | In the town |
|---|---|---|
| Archive state | Where information is kept once the job is over, with its full history, for as long as it may be needed | The archive after closing the doors |
| Project close-out | The final activity of the job: archiving the project's information and capturing lessons for future work | Closing the doors |
| Security-minded approach to information management | Controlling who can reach sensitive information, including removing access when people or firms leave | The site gate |
Based on the ISO 19650 series: the ideas come from the standard; the plain-English wording, examples and advice are InfoTown's. ISO 19650 and its UK National Annex are © ISO and BSI. You'll hear the same language across the industry. Read more for free in the Information Management Initiative (IMI) Framework guidance from BSI and nima. For the full requirements, use the standard itself.