A common data environment (CDE) is the agreed source of information for a project or asset. It combines a technology (a platform or set of tools) with a workflow (rules for how information moves and who approves it).
The four states
| State | Meaning | Who sees it |
|---|---|---|
| Work in progress | Being developed by a task team | That task team |
| Shared | Checked and available for coordination or information | The delivery team (and sometimes the client) |
| Published | Authorised for its intended use, e.g. construction | Wider project team |
| Archived | Record of what was shared and published, with history | Kept for reference and audit |
Work in progressTask team only
SharedFor coordination
PublishedAuthorised for use
ArchivedThe project record
Each move is a decision: check before sharing, authorise before publishing. Information that needs changes goes back to work in progress.
The gates
- Check, review and approve to share — the task team checks its container against the information standard before sharing.
- Review and authorise to publish — the lead appointed party authorises, and the appointing party may accept.
Status and revision
Each container carries metadata: a status describing what it is suitable for, and a revision describing its version. Many national annexes define codes such as S1 (suitable for coordination). Preliminary revisions (P01, P02…) are often used before contractual issue. Check your project’s information standard for the codes it uses.
Common mistakes
- Emailing files around the CDE, so there is no single version of the truth.
- Coordinating against other teams’ work in progress.
- Treating “published” as just a folder, rather than a decision someone is accountable for.