InfoTown™
Sam's journey · On the job (delivery) · Lesson 9

Signed out, signed for

Before you start

In the story

Two thousand files sent, none authorised, nothing accepted, and the payment held.

Back to the story

The right way

Signed out, signed for

It's reviewed against what the client asked for and authorised by us, on the record. The client accepts it, or rejects it with reasons: fix it, authorise it again, resubmit.

Handover

Only what's needed goes: the delivery list, not the drive.

The week after

Handover is a short list with everything ticked off. The payment arrives.

The dump truck2,000 files, nothing authorised, nothing accepted, payment held.
Signed out, signed forAuthorised by us, accepted by them, and paid.
Think like Sam

Before anything leaves for the client, ask: has it been authorised by us, against what they asked for? And where's that written down?

Continue Sam's journey

Story 10: It's all on the drive

The job's handed over. Everyone moves on. Nobody closes the door behind them.
The right way, explained

The right way, explained

Handover is a delivery, not a dump truck. Every parcel is signed out by us and signed for by them. Send the client asset data in our format instead of theirs, and it's the wrong colour wardrobe: it goes straight back.

If you're the project manager

If you're the project manager

Nothing goes to the client without being authorised. Make that your rule, especially on a Friday afternoon.

In the town See it in the town: signed out by us, signed for by them. What's that called?

Sam's view: the lead firm signs it out, Client Town signs for it, and only then does it reach the published shelf.

Handing over: authorise, accept, publish Parcels with S codes leave the shared table in the Site Office. They stop at the firm leading the work to be authorised, then travel to the Client Town to be accepted, and arrive on the published shelf with A codes. A dashed route sends rejected parcels back with comments. Below the road, a cupboard of parcels that stay with us never goes to the client. A strip shows S1 to S5 turning into A1, A2 and so on, one A code per work stage. SHARED TABLE AUTHORISE CLIENT TOWN ACCEPT PUBLISHED STAYS WITH US S1S2S3S4S5A1A2An Is it all here,and does it fit? Is it whatwe asked for? Shared: S4 to authorise, S5 to acceptSigned off: n is the work stage Not right? Back with comments S codesA codes
Pick a stopThe last leg

Shared

On the label
IM calls it
Watch out for

This is Authorisation and Acceptance!

Signed out by us, signed for by them, both recorded.

For the audit What the auditor will ask
  • Show me the authorisation and acceptance for one deliverable.
  • How did you decide what to send?
For the audit What good evidence looks like
  • Authorisation records.
  • The client's acceptance records.
  • A delivery list matched to the requirements.
From the standard
ISO 19650 Authorise, then accept

ISO 19650 expects information to be authorised by the lead firm before it goes to the client, then reviewed and accepted by the client. Rejected? It comes back with reasons. Fix it, authorise it again, and resubmit. The trail shows all three.

StepWho
Review against the requirementsUs
AuthoriseUs, recorded
Review and accept (or reject with reasons)The client, recorded
Fix and resubmit, if rejectedUs, then them again

Based on the ISO 19650 series: the ideas come from the standard; the plain-English wording, examples and advice are InfoTown's. ISO 19650 is © 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.