A construction project closeout is also an access-control event. The drawings, warranty material, submittals and correspondence may still matter after the crew leaves, while external access that was useful during delivery may no longer be appropriate.
What this checklist covers
This guide focuses on the IT handoff for one completed project: records, ownership, permissions and evidence that the intended people can retrieve what they need. It is not contract advice, a legal retention schedule or a substitute for the project authority's records requirements.
The examples assume a shared Microsoft 365 or SharePoint workspace, but the control sequence applies to other document platforms. Platform settings, licensing and tenant policy can change the available options.
1. Inventory the project record sets
Start with a list rather than a folder sweep. Name the record sets the project authority expects to retain: approved drawings and as-builts, submittals, change documentation, commissioning material, warranty records, closeout photos, project correspondence and the final handoff package. Add the systems that hold them, because the “project folder” may not be the only source of truth.
For each record set, record its business owner, final location, expected audience and whether it contains personal, confidential or commercially sensitive information. Keep the inventory useful to the next person; a link without an owner is not a handoff.
2. Decide what is handed over, archived or removed
Separate three decisions. First, what the client or project owner receives. Second, what the contractor retains for its own documented business requirements. Third, what is temporary working material that should not be carried forward. Do not delete records merely because a milestone is complete; confirm the project authority's retention and handoff decision first.
For each set, capture the decision, approving owner and date. If a file needs a new location or format, validate a representative sample after the move and record exceptions instead of assuming that every link, version or permission transfers cleanly.
3. Build the closeout access manifest
List every external person, guest group, shared link and internal role that can reach the project workspace. Microsoft documents several SharePoint sharing controls, including site-level external-sharing settings and guest-access expiration; the effective result still depends on the tenant, site and link configuration. Review the official site-sharing guidance and the official link-permissions guidance.
| Record or access item | Owner | Closeout decision | Evidence |
|---|---|---|---|
| As-builts and approved drawings | Project authority | Handoff location and read audience | Owner retrieves a sample |
| Warranty and commissioning records | Assigned business owner | Retain or transfer with contact | File opens and metadata is intact |
| Subcontractor guest access | Site or project owner | Remove, expire or retain by need | Guest and internal access tests |
| Shared links | Link creator or site owner | Replace broad links with intended scope | Unauthorised test is denied |
4. Replace broad access with the smallest useful handoff
Project closeout is a good time to replace “anyone with the link” or inherited access with named recipients, approved groups or a documented client handoff. The right choice depends on the platform and the project authority's requirements. Avoid making a public-link decision from a spreadsheet; inspect the actual permission and sharing setting in the workspace.
Microsoft's restricted-access documentation describes an additional control for limiting which groups can access a site. It is an administrative feature, not a reason to assume every tenant has the same configuration.
5. Remove or expire temporary subcontractor access
For each external identity, ask whether the person still needs access to a specific record set after closeout. Remove access that has no continuing purpose, or use the platform's expiration and review controls where that matches the approved workflow. Preserve the records under the project owner before changing permissions.
Then test the result from both sides: an intended recipient should reach the approved handoff, and a removed or out-of-scope identity should not. Use a synthetic test account where possible and do not send real project records during a demonstration.
6. Validate the handoff before closing the workspace
- Open representative drawings, PDFs, photos and warranty files from the approved destination.
- Confirm the project owner can find the handoff without the original contractor's private working folders.
- Check that links in the handoff package point to the approved location and not to temporary storage.
- Test internal and external access using approved test identities.
- Record exceptions, unresolved ownership and any files that require separate conversion or export.
- Only then schedule workspace archive, permission removal or other retirement work.
What to keep with the closeout record
Keep the final manifest, owner approval, access-test results, archive or deletion decision, and a short note explaining known limitations. Record who controls the domain, tenant, site and recovery path. A future project manager should be able to understand what was handed over and who can change it without searching old email threads.
Need help with a construction workspace?
North Star can scope a review of construction project records, SharePoint permissions, external sharing and handoff evidence. We support construction teams remotely across Canada, with dispatch from Prince George and Grande Prairie when scoped onsite work is appropriate. See construction IT services, SharePoint file management guidance or request a scoped assessment.