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Mechanisms used to track revisions and prevent use of outdated records.


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