How to Build a Turnover Package Index

A turnover package may contain thousands of files from engineering, procurement, construction, quality, commissioning and operations. The index connects those records to a defined scope and gives the recipient a way to confirm what was transferred.

Define the package boundary first

Decide whether the package is organised by system, subsystem, asset, area, contract, discipline or completion milestone. State what is included and excluded. When several packages overlap, name the authoritative home of each record and use cross-references rather than uncontrolled duplicates.

Agree the index structure

A practical package often contains sections for governing documents, design basis, approved drawings, vendor data, inspection and test records, material certificates, commissioning results, punch-list closeout, operations manuals, warranties and final acceptance records.

The exact sections depend on the asset and contract. Agree them early enough that teams can file records as they are produced.

Fields for each indexed item

• Section and sequence number.
• Document number and title.
• Document type, system or asset reference.
• Originating organisation.
• Final revision and status.
• Approval or acceptance reference.
• Expected filename and package path.
• Comments, exceptions or cross-package reference.

Separate completeness from acceptance

A file may be present but not accepted. The index should distinguish received, reviewed, approved, final and not applicable states according to the agreed workflow. Avoid a single “complete” flag that hides whether the document passed technical review.

Run the final reconciliation

1. Freeze the candidate package.
2. Export the approved turnover index to a checkable spreadsheet.
3. Compare every expected filename or document number with the package.
4. Review unlisted files and duplicate candidates.
5. Open critical files and confirm usability, approval and correct content.
6. Resolve or formally accept every exception.
7. Issue the package and index through the required handover process.

Make the transfer usable

Test navigation from the index to the files. Check links, folder paths, naming, native formats and any viewer requirements. The receiving operator should be able to find a required record without relying on the person who assembled the package.

When Deliverable Preflight helps

Deliverable Preflight verifies the file manifest side of turnover. It compares CSV or XLSX rows with a local folder and produces a full exception report. It does not approve quality records or determine whether a package satisfies the contract.

Related guides

Read preparing an as-built register and managing vendor document registers.

Further reading

• Victorian Infrastructure Delivery Authority: information requirements and exchange registers
• nbn: as-built handover requirements