A useful project record helps people find current information and understand why decisions were made. The structure below is an organisational suggestion, not a universal statutory checklist. The right detail depends on the project and each dutyholder’s responsibilities.
1. A clear project overview
Record the site, scope, key dates and current project stage. Give the record an owner and make it clear which documents are current. Keep superseded versions identifiable rather than allowing several files to look like the approved version.
2. People, roles and appointments
Keep dutyholder contact details and relevant appointment records together. HSE explains that a principal contractor is appointed to control the construction phase on projects involving more than one contractor.
HSE: principal contractor responsibilities
3. Information used to plan the work
Organise relevant surveys, drawings, existing-site information and design risk information with their dates and sources. Record gaps as actions, including who will resolve them. HSE describes the principal designer’s coordination role and work with the client on pre-construction information.
HSE: principal designer responsibilities
4. Construction phase arrangements
Keep a reference to the current construction phase plan and related arrangements. HSE states that the principal contractor prepares the plan before construction begins and reviews it during the project. Make updates easy for the people who need to use them to find.
5. Decisions, actions and supporting evidence
A practical decision log can record the issue, relevant information, decision-maker, date, action owner and outcome. Attach evidence that explains the decision rather than collecting files without context. Control access where records contain personal or commercially sensitive information.
6. Handover information
Identify information needed for handover early and track outstanding items. HSE describes the principal designer’s role in preparing and maintaining the health and safety file. A general project workspace and that file have different purposes; clearly identify which records belong in each.
A simple document register
Useful fields include document title, reference, revision, source, owner, review status and location. Agree what “reviewed” means in your workflow; uploading a file alone does not establish that its content is suitable.
Where CDMlogic fits
The pilot provides a structured workspace for project information, dutyholder details and supporting evidence, with client information and appointment drafts for project-specific review.
Start a document register
Download the blank document register (CSV) →
Source and scope
Read the linked HSE dutyholder guidance alongside HSE’s CDM 2015 overview. This guide concerns Great Britain’s CDM framework and is an introduction to record organisation, not an assessment of a project’s compliance.