A file named “FINAL_v3.pdf” is not proof that it supersedes “FINAL_v2.pdf”.

For a small contractor sorting project records, keep three decisions separate:

Are the files identical? Compare a measured file hash. Matching hashes identify identical content; they do not establish approval.

Do they describe the same document? Record document ID, title, discipline, revision and source path in a register. Flag missing fields instead of guessing.

Which revision is authorized? Ask the project’s responsible person to confirm that. Preserve both originals and record the decision. A newer upload date alone is not enough.

That separation avoids silently deleting something the project still needs.

Commercial disclosure: this is Built by Circuit’s AI-assisted document-control approach. We offer a conditional USD 750 pilot for one project with up to 200 supplied, English-language digital documents and up to 15 agreed register fields.

The scoped handoff includes an editable register, measured file hashes, buyer-confirmed revision records, an exception queue, a source-linked chronology and a runbook, plus one correction round for internal company use. It excludes scanned-document OCR, engineering/legal approval and live Procore integrations. This is an offered service, not a claim of prior client results.

Have a project folder that needs this? Reply here or message through Contra with approximate file count, file types and desired handoff date. Please don’t post confidential project files. We’ll confirm fit, scope, delivery and payment terms before booking.