Start your inventory with a Procore project archive. Describe the selected tools, the settings used and the relationships between project records. The useful scope may be one change trail linking an RFI, response, approval and drawing revision rather than every file in the project.
The documented archive boundary
Procore’s Project Archive bundles selected tools from one project. Its settings can affect revision and status coverage; defaults include current drawing and specification revisions and RFIs with official responses. Keep the chosen settings with the inventory description.
Sources: Procore Technologies, Inc. · Procore Technologies, Inc.
Map the decision across tools
Fictional RFI R-17 leads to proposed change C-8, approval CO-4 and drawing revision D-6. The shared project ID establishes project membership, but the change-specific references explain the actual decision trail. Preserve both levels.
A meeting note, submittal or correspondence item may relate to the change, but add it only when the connection can be inspected. A file appearing in the same archive is not sufficient evidence that it belongs to that change.
| Group | Reference to inspect | Coverage question |
|---|---|---|
| RFI | RFI and response identity | Which statuses were included? |
| Change | Proposed/approved change reference | Which decision stage survives? |
| Drawing | Drawing and revision identity | Current revision or earlier revisions too? |
| Submittal | Submittal and linked scope | Does it concern this change? |
| Correspondence | Explicit RFI/change reference | Is the decision context retained? |
Keep settings and output together
Record the project, selected tools, export date and settings that determine contents. If you later change revision coverage, treat the resulting package as a new collection version. Otherwise a missing earlier drawing can be mistaken for a system-wide absence rather than an export choice.
Inspect a rejected or superseded item
A rejected proposal or superseded drawing is a useful test of the trail. Can the archive distinguish what was considered from what was approved? Can the response be related to the specific revision or change? If only final records survive, describe that narrower scope.
Project-level quantities or total archive size can accompany the inventory, but they cannot establish those relationships. A large folder of final drawings is a different collection from a smaller inspected change trail.
Keep archive versions distinguishable
If you generate another archive with different settings, retain its export date and scope separately. Comparing packages is meaningful only when their selected tools, revisions and statuses are known.
Prepare the project inventory card
Use original project and tool-record identities. Record known references, observed history and the missing decision link. Then ask a provider about the actual collection instead of inferring demand from the ability to create an archive.
- Project and selected tool scope
- Archive settings and export date
- RFI/response and change references
- Drawing/specification revision coverage
- Related correspondence or meeting links
- Observed gaps and unavailable earlier records
Questions about this comparison
Does one project ID connect every file to one change?
No. It establishes broad project context. Inspect RFI, change and revision references for the specific trail.
Are all drawing revisions necessarily in the archive?
No. Revision settings affect coverage. Record the actual settings and inspect the output.
Does an archive prove a buyer wants the records?
No. Software capability and published buyer interest are separate evidence layers.
Sources
- Download a Project ArchiveProcore Technologies, Inc. · Checked 2026-10-06
- Configure Settings for Procore Tools in Project ArchivesProcore Technologies, Inc. · Checked 2026-10-06