A folder can be contractually complete and operationally useless. People search by room, object, symptom and task, not by the package number used during construction.
Organise around questions
Where is the isolation point? How is the finish cleaned? Which panel opens first? The answers should connect to the replacement paths in design for replacement and the approved methods in the finish-life review.
Collect information while decisions are live
Approved data should flow from shop drawings and the procurement schedule, not be reconstructed after handover.
Test retrieval
Ask an operator to find lighting controls from the ceiling plan and door hardware from the door schedule. If the answer takes ten minutes, the index is wrong.