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PSEC Filing Systems

Date: 24.08.2025 | Revision: 2025.08.c

1.1 Gmail Label System​

For PSEC, the Gmail label system is organized into three primary categories to streamline email management and ensure clarity across all projects and administrative tasks.

Label TypeNamePurpose & Workflow
Project-SpecificProject LabelApplied to all emails related to a specific project. This label is managed by the individual responsible for the project to keep all relevant correspondence organized and easily accessible.
Action RequiredPending[PSEC]Used to mark any emails or items that require follow-up, review, or further action. This ensures that important tasks are not overlooked and can be tracked efficiently.
FinancialInvoice to PSECAssigned to all incoming invoices. This label helps centralize financial documents, making it easier to manage payments and track expenses.

1.2 Server Filing System for Documents​

Section below outlines the standardized project management folder system for PSEC's architectural and construction projects in New South Wales, Australia. It is designed to ensure consistency, clarity, and efficiency from project feasibility through to post-completion.

1.2.1 Core Principles​

Our file organization is guided by four key principles:

PrincipleDescription
Consistent NumberingMain categories are prefixed with two digits (e.g., 01, 02) to maintain a logical and predictable order.
Clear HierarchyThe structure is kept to a maximum of 3-4 levels deep to prevent over-nesting and ensure easy navigation.
Standardized NamingFiles like meeting minutes and invoices follow a strict YYMMDD format for chronological sorting.
Version ControlSuperseded files are moved to SS folders to maintain a clean working directory and a clear document history.

1.2.2 Root Structure Overview​

No.Folder NamePurpose
01AdministrationCentral hub for financials, legal, and project reporting.
02AuthoritiesManages all interactions with government and regulatory bodies.
03ConsultantsOrganizes all consultant deliverables, proposals, and correspondence.
04Contractor CorrespondenceTracks all communication with the contractor, organized by project phase.
05Data RecordsChronological log of critical project communications and site photos.
09Research InfoRepository for non-project-specific research and reference materials.

1.2.3 Detailed Folder Breakdown​

Administration​

The central hub for project administration, financial management, and business operations.

  • 01 Accounting/
    • 01 Feasibility/: Financial feasibility studies.
    • 02 Project Budget/: Detailed project budgets and cost forecasts.
    • 03 Project Expenses/: Central repository for all invoices. Naming: YYMMDD_ProjectCode_Company_(if Paid).
    • 04 Finance - Bank Funding/: Bank loan documentation.
  • 02 Legal/: Legal contracts, agreements, and warranties.
  • 03 Meeting Minutes/: Unified folder for all meeting records. Naming: YYMMDD_ProjectCode_Subject_Attendee01-Attendee02(Company).
  • 04 Project Monthly Report/: Regular project status and progress reports.
  • 05 Sales Contract and Marketing/
    • 01 Sales Contracts/: Purchase agreements and settlement documents.
    • 02 Marketing/: Materials, agent agreements, and price lists.
    • 03 Strata management/: Strata bylaws and plans.
  • 09 Fieldwire Backups/: Digital backups from the Fieldwire platform.

Authorities​

Manages all interactions and submissions with government authorities and utility providers.

  • 01 NSW Planning Portal/
  • 02 Council/ (DA, LEC, S4.55, S88B)
  • 03 PCA - building/ (CC, OC)
  • 04 PCA - Strata/
  • 05 NSW Land Registry Services(LRS)/
  • 06 NSW Fire & Rescue/
  • 07 Sydney Water/
  • 08 Energy Provider Ausgrid & EE/
  • 09 Telstra & NBN/
  • 10 Jemina/ (Gas)
  • 11 NSW RFS/
  • 12 Water NSW/
  • 13 Railcorp/

Consultants​

Manages all project consultants, their deliverables, and fee proposals.

Note: Each consultant's root folder contains their current working files. Outdated files are moved to the SS/ (Superseded) sub-folder. All invoices are filed in 01 Administration/03 Project Expenses/.

  • 3D Physical model & Rendering/
  • Access & DDA compliance/
  • Acoustic engineering/
  • Arborist services/
  • Architecture services/
  • BASIX & Section J/
  • BCA (Building Code of Australia)/
  • Civil & Stormwater engineering/
  • Environmental assessment/
  • Facade engineering/
  • Fire Safety engineering/
  • Geotechnical engineering/
  • Hydraulic engineering/
  • Interior design/
  • Landscape architecture/
  • Level 3 ASP/
  • MEPF/ (Mechanical, Electrical, Plumbing, Fire)
  • Planning consultants/
  • Project management services/
  • Quantity surveying/
  • Structural engineering/
  • Survey services/
  • Sydney Water coordination/
  • Traffic engineering/
  • Vertical Transport Engineer/

Contractor Correspondence​

Tracks all formal communication with the contractor, organized by project phase.

  • 01 Tender/: Tender process documentation.
  • 02 Construction/
    • 01 RFI_AI_Notice/: Requests for Information and Architect's Instructions.
    • 02 Progress Claim/: Progress payment claims.
    • 03 EOT/: Extension of Time requests.
    • 04 Variations/: Contract variations.
    • 05 PCG reports/: Project Control Group reports.
    • 06 QA check/: Quality Assurance checks.
  • 03 Pre-OC/: Pre-Occupation Certificate activities.
  • 04 Post PC/: Post-Practical Completion activities.

Data Records​

A chronological log for critical information and communications not captured elsewhere.

Best Practice: Use descriptive filenames and maintain chronological order for easy retrieval.

  • Naming Convention:
    • YYMMDD_IN_description: For incoming correspondence.
    • YYMMDD_OUT_description: For outgoing correspondence.
  • Contents:
    • Important project communications.
    • Key decisions and approvals.
    • Chronological site photos.

Research Info​

A repository for non-project-specific research, industry standards, and reference materials.

Note: Once a product or system is selected for the project, its specifications should be relocated to the relevant consultant's folder (e.g., a selected cladding spec moves to 03 Consultants/Facade engineering/).

  • Contents:
    • Industry best practices.
    • Regulatory updates.
    • Market research.
    • Technical specifications for potential products.