Commissioning Documentation and Efficient Facility Startup

Quickly recalling pertinent documentation on the fly increases efficiency and accuracy

You don’t need to memorize 67,000 pages — you need to know where to find them.

The Commissioning Expert doesn’t always know everything, but they always know where everything is. On major projects that can mean tens of thousands of pages: drawings, specs, IOMs, loop checks, concrete tests, FAT/SAT reports, and more. Trying to memorize it all is impossible; organizing it so you can reliably and quickly retrieve the right document is the real skill.

What is document control

Document control establishes a single source of truth: version control, traceability, and approval workflows so teams trust the documents they use during testing and handover.

Focus on where to look 

Arrive at a project with a plan for document recall. Focusing on where answers live — not on memorizing them — speeds prep for meetings, tests, and training. Over time, this practice also builds your knowledge naturally: finding the right files repeatedly cements the details better than relying on memory.

Organize for commissioning, not just construction

Construction folders are often arranged by discipline (excavation, concrete, mechanical, electrical). That’s logical for builders but inefficient for commissioning teams who need process-oriented groupings. Start at mobilization and structure documentation with commissioning use in mind so final reporting and handover packages are easy to assemble.

RTS Indexing: make process-based retrieval simple

Apply a Region‑Train‑System (RTS) index to existing documentation—think of it as postal codes for process systems. Region = area on site, Train = treatment train, System = specific process unit. Think of it in terms of Countries – Provinces/States – Cities. Tag or relabel documents with RTS codes so all files relevant to a clarifier, pump station, or chemical feed system live under the same identifier. Example: R2‑T1‑S07 → Secondary clarifier #1.

Use metadata and consistent naming 

Add metadata fields (RTS code, discipline, document type, revision, vendor, equipment tag) and adopt a compact naming convention. Example filename template: RTS_System_Discipline_DocType_V# (R2‑S07_MECH_IOM_V02.pdf). Metadata + consistent names make search fast and reliable.

Prioritize version control and a single source of truth

Use a controlled cloud repository so users access approved, current documents. Implement a simple approval workflow and retain revision history to avoid disputes during FATs, SATs and performance testing.

Some examples of documents you must be able to find quickly

• FAT reports and vendor test certificates

• Instrument loop check sheets and IO lists

• IOMs and vendor operation manuals

• Mechanical completion certificates and QC signoffs

• Performance test criteria and acceptance forms

How organized documents improve testing and handover

• Field testing: locate pump curves, setpoints and tag data in under two minutes.

• Risk avoidance: confirm hydro tests and QA/QC before a performance run.

• Meetings: present facts from documents, not memory.

• Handover: assemble system-specific packages even when documentation spans multiple construction disciplines.

Learning Project Specific Commissioning by organizing 

The act of organizing forces familiarity. By grouping documents into system-based chunks and using RTS indexing, you’ll rapidly internalize equipment ratings, acceptance criteria and manufacturer requirements. Knowing where things are becomes knowing the content.

Put your Commissioning Organization into Action

On your next mobilization: create RTS codes, define metadata fields, assign a document owner, and run a one‑day document‑mapping workshop with engineering, construction and O&M. Check out our quick checklist to help guide your project through this process and contact us for support so you can have a seamless handover and a commissioned project that clients dream about.