Methodology

A clear process from first contact to final archive

Our work follows a consistent four-phase methodology. Each phase has defined outputs and a clear transition point. Nothing is ambiguous about what we do or when we do it.

Our Approach

Structured work, transparent outcomes

Every engagement with Axorvantis follows the same fundamental structure, adapted to the scale and complexity of your specific project. We do not improvise the process — we adapt it. The difference matters: a consistent methodology produces predictable results, while improvisation produces surprises.

Phase 1

Documentary Audit and Mapping

Before any document is moved or renamed, we conduct a thorough audit of your existing documentation. This is not a superficial review — it is a systematic mapping of what exists, where it is stored, how it is currently named and organized, and what is missing.

The audit produces a written report that becomes the foundation for all subsequent work. It identifies the most critical gaps, the most urgent risks, and the classification challenges specific to your project type.

Inventory of all existing document locations

Gap analysis against regulatory requirements

Written audit report with prioritized findings

Stakeholder interviews to capture informal systems

Document management specialist conducting a thorough audit of construction project files spread across a conference table

Phase 2

Classification Framework Design

Based on the audit findings, we design a classification framework tailored to your project. This is not a generic folder structure — it is a taxonomy that reflects the specific document types, regulatory categories, and workflow patterns of your construction project in Chile.

The framework includes naming conventions, folder hierarchy, metadata standards, and version control protocols. It is documented in a reference guide your team can use independently.

Custom taxonomy for your project type

Naming conventions and metadata standards

Version control and retention protocols

Documented reference guide for your team

Document management consultant presenting a classification framework on a whiteboard to a construction project team in a meeting room

Phase 3

Digitization and Migration

With the framework in place, we execute the digitization and migration. Physical documents are scanned at appropriate resolution, named according to the agreed conventions, and placed within the new structure. Existing digital files are reviewed, renamed, and migrated.

This phase requires care and attention to detail. A document migrated with the wrong name or placed in the wrong folder is as problematic as a document that was never organized. We verify each document against the classification framework before marking it complete.

High-resolution scanning of physical documents

Systematic renaming and placement of digital files

Quality verification at each migration step

Professional scanning large-format architectural drawings using a specialized document scanner in a well-lit office environment

Phase 4

Handover, Training, and Ongoing Support

The structured archive is handed over to your team with a formal walkthrough. We explain the classification logic, demonstrate how to add new documents correctly, and answer questions about edge cases. The reference guide accompanies this handover.

We remain available for questions after handover. Construction projects evolve, and new document types or situations will arise. Having access to the people who designed the system makes it easier to handle these situations consistently.

Formal handover with team walkthrough

Training on maintaining the classification system

Post-handover support availability

Document management specialist conducting a training session with construction project team members around a conference table with laptops

Our Standards

What we apply throughout

Consistent standards applied at every phase of the process ensure that the final archive is coherent, maintainable, and fit for purpose.

Naming Conventions

Systematic file naming that encodes project, document type, date, and version in a consistent, searchable format.

Folder Hierarchy

Logical folder structures that mirror project phases and document categories, making navigation intuitive for all team members.

Version Control

Clear protocols for managing document revisions, ensuring that current versions are always distinguishable from superseded ones.

Retention Schedules

Document retention timelines aligned with Chilean legal requirements for construction projects and real estate development.

Ready to bring structure to your project documentation?

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