ii. Documentation, Records & Provenance

Documentation and records capture the factual history of a real estate asset across its lifecycle. Provenance establishes where each record originated, how it has changed, and who is responsible, enabling verification, audits, compliance, and long-term trust in asset information.

As-Built Record

Documentation reflecting the final constructed condition of an asset or system.

Audit Trail

A traceable history of actions, changes, and approvals associated with records or data.

Change Log

A record documenting modifications made to documents, data, or asset information over time.

Document Control

Processes used to manage document access, versions, and distribution.

Evidence Record

A document or artifact used to support compliance, diligence, or verification activities.

Information Record

A stored artifact such as a file, report, model, or log associated with an asset.

Metadata

Descriptive information about a record, including author, date, version, and source.

Provenance

The documented origin, history, and ownership of a record or data artifact.

Record Retention

Policies governing how long records are stored and preserved.

Source Document

The original file or report from which other data or summaries are derived.

Version Control

Mechanisms used to track revisions and prevent use of outdated records.