How Should ISO 19650 Status Codes Be Used in a CDE?

ISO 19650 status codes tell recipients how they may use an information container and help identify its position within the common data environment workflow. They do not replace the revision, confirm technical accuracy or grant permission beyond the stated suitability.

For document controllers, the code must match the information state, completed review and project information standard. Otherwise, a CDE can hold plenty of metadata while still allowing people to use the wrong information.

This guide explains the UK approach under the 2021 National Annex to BS EN ISO 19650-2. The ISO standard requires status metadata, while the UK National Annex supplies the familiar S, A and B conventions. Teams should check the standard and appointment documents applying to their work before configuring a code set. UK BIM Framework guidance explains the 2021 changes.

What do ISO 19650 status codes control?

A status code communicates permitted use. It answers a direct operational question: what may the recipient use this information for now? That makes it different from a revision code, which identifies the particular iteration of the information.

For example, a task team can share a preliminary revision for coordination, information or review. The revision identifies the issue, while status identifies permitted use. Recipients need both.

Status also supports the movement of information between the four CDE states:

• Work in Progress: The originating task team controls the information.
• Shared: Authorised recipients can use the information for a defined non-contractual purpose after the relevant checks.
• Published: The responsible parties have authorised and accepted the information for a purpose that the project information standard defines.
• Archive: The system maintains a record of information development and exchange.

The CDE is not merely a set of folders. UK BIM Framework guidance describes it as a combination of workflow and technical solutions. A platform can enforce configured metadata rules, permissions and transitions, but the organisation must define the process, responsibilities and acceptance criteria.

Which suitability codes should a UK CDE use?

The current UK convention differs from the 2018 National Annex. The 2021 revision removed S6, S7 and CR, introduced S5 and deprecated B codes. The UK BIM Framework’s Part 2 guidance records these changes.

In practical terms, the code set works as follows:

• S0: The task team continues developing the information in Work in Progress.
• S1: Recipients may use the shared information for coordination.
• S2: Recipients may use the shared information for reference purposes.
• S3: Recipients may review and comment on the shared information.
• S4: The task team submits information so the lead appointed party can review and authorise it.
• S5: The lead appointed party submits information so the appointing party can review and accept it.
• A1 to An: The responsible parties have authorised and accepted the published information. The project information standard must define what each numbered A code permits.
• B1 to Bn: These indicate partial sign-off with comments, but the 2021 guidance advises against their use.

The contractual application must come from the project information standard and appointment documents. Do not assume that a number carries the same meaning between projects.

Did You Know? The 2021 UK National Annex introduced S5, removed S6, S7 and CR, and deprecated B codes. Teams should therefore check older templates and legacy CDE configurations before reusing them.

How should status metadata drive the CDE workflow?

Teams should apply ISO 19650 status codes at controlled decision points. They should not select a code after uploading a file merely to complete a required field. Before permitting a transition, the document controller should confirm that the relevant check, review, authorisation or acceptance step has taken place.

A practical workflow can follow these stages:

1. Develop information in Work in Progress. The originating task team controls access and uses S0 during development.
2. Complete checks. Validate the identifier, revision, classification and metadata, then review the content against the information requirements and delivery plan.
3. Assign the shared status. Select S1, S2 or S3 according to the recipient’s expected action.
4. Record failures. Return rejected information with the reason and required correction.
5. Control authorisation and acceptance. Route S4 and S5 submissions to the responsible roles and retain their decisions.
6. Publish after approval. Apply the relevant A code only after the responsible parties authorise and accept the information for the defined purpose.
7. Preserve history. Retain superseded revisions, comments and decisions instead of overwriting them.

The CDE may block incomplete metadata or route submissions to authorised reviewers. These controls can support the process, but they do not prove that the technical content is correct.

Organisations reviewing their current controls can explore NanoServe’s electronic data solutions to discuss a suitable configuration for metadata, permissions and document workflows. NanoServe should confirm specific DataViewer capabilities against the current version, licence, infrastructure and proposed configuration.

What should document controllers validate before a transition?

Document controllers should test the metadata and supporting evidence before allowing a transition.

Before releasing information, check that:

• The information container has the correct unique identifier, classification, revision and status.
• The status matches the intended recipient action.
• The responsible reviewers completed the required quality and content reviews.
• The reviewer or approver holds the authority assigned in the project process.
• The reviewer recorded rejection reasons and required amendments when a review failed.
• Comments relate to the correct information container and revision.
• Access controls and visual identifiers prevent users from confusing superseded information with the current issue.
• The audit trail retains the transition, date, decision and responsible person.

Where task teams use different platforms, the information standard should define how required metadata travels between systems and how recipients validate it.

Which status-code mistakes create the greatest risk?

The most common failure is treating the code as a label rather than a use restriction. S3 information is for review and comment, not authorised construction use. A deadline does not change that.

Other problems include:

• Confusing status with revision. A later revision does not automatically gain approval for a broader purpose.
• Using an outdated code set. Legacy templates may still contain S6, S7 or CR, which changed under the 2021 National Annex.
• Leaving A codes undefined. Published status codes do not carry a universal construction or handover meaning. The project information standard must explain their use.
• Allowing unrestricted manual changes. If any user can alter status metadata, the audit trail becomes less dependable.
• Skipping rejection records. The document controller should retain the reason and requested correction.
• Moving information while comments remain unresolved. The responsible party should record, assign and track any accepted exceptions.

Regular reviews can reveal where project rules and CDE behaviour have drifted apart. NanoServe’s implementation and project services can support requirements analysis, workflow assessment and configuration planning.

Using ISO 19650 status codes with confidence

ISO 19650 status codes work when teams treat them as controlled metadata tied to real decisions. The CDE should restrict selection by role, require the right review evidence, preserve the history and stop a transition when a submission fails a mandatory condition.

Compare the project information standard with the live CDE configuration. Confirm which codes the system offers, who may assign them, what each transition requires and whether recipients can see the permitted use. Correct mismatches before the next formal exchange.

NanoServe can help organisations review document-management requirements and plan a controlled electronic workflow. The assessment should consider the appointment documents, current standards, system version and operational needs.

FAQ

What does S3 mean in ISO 19650?

Under the current UK National Annex convention, S3 invites relevant recipients to review shared information and provide comments. It does not authorise the container for construction, procurement or another published purpose. The project process should record comments against the correct container and revision.

Which status code allows a drawing to be used for construction?

No universally fixed A-number means “for construction” on every project. The responsible parties should authorise and accept an A code for construction use, and the project information standard should define its meaning. UK BIM Framework guidance gives A4 as a possible example where a project follows a particular stage definition, but the project documentation remains decisive.

What is the difference between S1 and S2?

S1 allows recipients to use shared information for coordination. S2 allows them to use it for information. Recipients should not use S2 information for coordination unless the responsible party reissues it with the appropriate status. Project teams should document this distinction in their information standard and procedures.

Are S6 and S7 still used under ISO 19650?

The 2021 UK National Annex removed S6 and S7. S4 now supports submission for lead appointed-party authorisation, while S5 supports submission for appointing-party acceptance. A project operating under older contractual documents may preserve its agreed convention, but teams should not mix old and current code sets without an explicit mapping and controlled transition plan.

Can a CDE assign status codes automatically?

An organisation may configure its CDE to populate metadata, validate required fields or route information through an approval workflow. Automation does not replace the technical decision. The organisation must define the rules, competent roles and required evidence. Available automation also depends on the product version, licence, integrations and configuration in use.

Do ISO 19650 status codes prove compliance?

No. A status code records intended permitted use within an agreed information-management process. It does not prove technical accuracy or show that the team has met every contractual, legal or standard requirement. Compliance depends on the wider process, documented responsibilities, completed checks, reliable records and project requirements.

Discuss your document-management requirements with NanoServe: Contact NanoServe