Golden thread made simple: a practical setup for small contractors

Contents

• Quick answer
• Who this is for
• What the golden thread actually is
• The minimal tool stack that works
• Step-by-step: implement in a week
• File naming that passes sniff tests
• Capture the right evidence on site
• Share safely with clients and building control
• What good looks like: screenshots and flow
• FAQs

Quick answer

You don’t need expensive software to start the golden thread. For most small UK contractors, a structured shared drive, clear file naming, and a simple capture routine will get you 80 percent there. Use Google Drive or Microsoft SharePoint, a QR code for jobs/areas, and a consistent photo and voice-note workflow. Map your folders to the categories building control and the HSE expect.

Who this is for

• Principal contractors and specialists working on residential mid‑rise jobs
• Anyone who needs to hand over a clean, auditable pack without hiring a BIM manager
• Teams already using WhatsApp and Drive/SharePoint and want a tidy, compliant process

What the golden thread actually is

The golden thread is a digital, living record of a building so dutyholders can keep people safe. It’s required for higher‑risk buildings under the Building Safety Act and recommended as good practice elsewhere. Useful explainers: GOV.UK guidance and the HSE’s page above. Build UK also has a concise overview PDF worth bookmarking: Golden Thread — An Overview.

The minimal tool stack that works

• Storage: Google Drive or Microsoft SharePoint (shared drive with permissions)
• Capture: phone camera for photos/video, voice notes, QR scanner
• IDs: QR codes for zones/units/plant that link to the right folder
• Formats: PDF for formal packs, native files for working drafts
• Optional: a simple site diary process if you want automated daily logs. See our guide: Build an AI site diary from photos and voice notes

Step-by-step: implement in a week

1. Create the folder skeleton in Drive/SharePoint

• 00 Admin
• 10 Design intent
• 20 Products and certificates
• 30 Fire safety details
• 40 Structure
• 50 Services (MEP)
• 60 Test and inspection records
• 70 Change control (RFI/VO)
• 80 As‑built drawings and models
• 90 Handover and O&M

2. Set permissions

• Everyone can add to Photos Incoming and Voice Notes Incoming
• Only PM/QS can move files into final folders

3. Generate QR tags

• Create a QR for each unit/zone/plant item that links to that zone’s Photos Incoming folder
• Print and stick near plant rooms, risers and key doors

4. Teach the capture routine

• Photos: always include context, close‑up, label/serial, and a wide angle. Follow the 6 photo protocol
• Voice notes: 20–40 seconds, say date, location, what changed, who approved
• Snags: record a quick walkthrough then convert to a list. See One‑take snagging

5. Daily triage (10 minutes)

• Move yesterday’s uploads from Incoming into the correct folder
• Rename using the convention below
• Flag anything that needs a designer/PC sign‑off

6. Weekly health‑check

• Export a PDF pack from “60 Test and inspection records” and “70 Change control” for the client meeting
• Log decisions; keep a two‑line summary at the top of each folder

File naming that passes sniff tests

Use a light version of ISO 19650 so files are sortable and self‑explaining:

PROJECT‑ORIGINATOR‑ZONE‑TYPE‑DISCIPLINE‑NNNN.ext

• PROJECT: short code, e.g., MK‑24
• ORIGINATOR: your company code, e.g., ACME
• ZONE: building/level/flat, e.g., B01‑L02‑U07
• TYPE: DRW, PHOTO, CERT, TEST, RFI, VO, OMI
• DISCIPLINE: A, S, M, E, F, Q, PM
• NNNN: sequential number 0001, 0002

Examples:

• MK‑24‑ACME‑B01‑L02‑U07‑PHOTO‑M‑0012.jpg
• MK‑24‑ACME‑B01‑TEST‑F‑0044.pdf

Helpful references if you want the full detail: ISO 19650 file naming overview and UK Annex example.

Capture the right evidence on site

What to capture as you go:

• Fire stopping: before/after, label of product, installer, location marker
• Structural openings: lintel size, fixings, photos pre‑cover‑up
• Services: first fix routes, isolation points, test sheets, calibration certs
• Product data: DoPs, CE/UKCA, warranties, O&M sheets
• Changes: RFIs, variation orders, design markups

Related deep dives:

• Part L photo evidence workflow
• Scaffold inspection checklist

Share safely with clients and building control

• Use view‑only links for working folders; share PDF packs for milestones
• Keep a Distribution log.txt listing who saw what and when
• For higher‑risk buildings, align to the Building Safety Regulator guidance: Keeping information about a higher‑risk building

What good looks like: screenshots and flow

Tip: keep a single README.md in the project root that explains your folder codes and who approves what.

FAQs

• Does the golden thread apply to every job?

  • Legally it applies to higher‑risk buildings in England. It’s still smart practice on other jobs and helps closeout.

• Do I need a specialist platform?

  • Not to get started. Drive/SharePoint with discipline works. If you grow into a platform later, you can migrate a tidy structure.

• How does this differ from the Health and Safety File?

  • The golden thread is broader and live. The H&S File is one part of it; golden thread spans design, construction and occupation.

• How often should we update?

  • Daily capture, daily triage, weekly PDF export and review.

• What about data security and resident access?

  • Restrict permissions on personal data. Share resident‑facing packs separately. Follow HSE and GOV.UK guidance above.