Your Project Is Complete. What Happens Next? A Step-by-Step Guide to Scanning Project Closeout and Data Handover

The scanning crew has packed up and left site. You may have watched them work for a day or two, seen the scanners move from station to station, and now the site looks the same as it did before they arrived, except that somewhere in a portable drive or on a GDS server, there are hundreds of millions of data points that precisely describe every surface they pointed the scanner at.

What happens between that moment and the day you receive your deliverables? And what should you do when the files arrive? This article answers both questions, clearly, in sequence, and without jargon.

What GDS Does After the Scan Is Complete

Stage 1, Site Demobilization and Data Backup (schedule defined by project scope)

Before the scanning team leaves site, the project lead follows the demobilization checklist:

• Scan stations are logged according to the field capture process
• Scanner batteries, targets, and equipment are packed and inventoried
• The raw scan data is backed up according to the project data-handling process before transport
• Any site-specific documentation (safety forms, access permits, scan station sketch plans) is filed with the project record

The raw scan data at this stage is essentially a collection of individual scan files, one for each scanner position. They have not yet been aligned, combined, or quality-checked.

Stage 2, Point Cloud Registration and QA (schedule defined by project scope)

Registration is the process of aligning all individual scan positions into a single, unified coordinate system. The scanner moves from station to station during data capture; registration computationally combines all those individual captures into one coherent point cloud referenced to a consistent spatial datum.

GDS performs: - Target-based registration (where physical targets were placed) or cloud-to-cloud registration (where high-overlap scanning technique was used), or a combination of both - Registration accuracy check: Individual scans are reviewed against the registration approach defined for the project. GDS applies the registration tolerance or review method defined in the project scope; scans that do not meet the defined review method are flagged and may require clarification, supplemental processing, or additional capture depending on scope and access conditions - Density and coverage review: GDS checks the registered cloud visually and numerically for coverage gaps, shadow zones, and areas of insufficient point density relative to the agreed scope

If the registration passes QA, the project proceeds. If there are areas that do not meet the agreed accuracy or coverage standard, GDS reviews them against the agreed scope and determines the appropriate correction, clarification, or change-order path before deliverable production proceeds.

Stage 3, Deliverable Production (Day 4 to 12, varies by deliverable type)

With a registered, QA-passed point cloud, GDS produces the agreed deliverable package:

For 2D drawings: A technician works directly from the point cloud, extracting cross-sections, profiles, and plan views, then draughting the geometry with dimensions and annotations to the agreed drawing standard. Complex facilities with high equipment density take longer than simple structures.

For 3D CAD models: The registered point cloud is used as the geometric reference for surface modelling or parametric reconstruction, depending on the required output format and application.

For BIM models: Objects are created in Revit (or the agreed BIM platform) by fitting parametric elements to the point cloud geometry. Each object category is modelled to the agreed Level of Development.

For point cloud delivery only: The registered and cleaned point cloud is formatted into the agreed delivery format (E57, RCP, LAZ, etc.) and packaged with coordinate system documentation and a scan location register.

Stage 4, Internal GDS Review (Day 10 to 14)

Before issue, all deliverables pass through a GDS internal quality review: - Drawings are checked for dimensional accuracy, annotation completeness, title block compliance, and consistency across sheets - Models are reviewed for geometric accuracy against the point cloud, object completeness, and naming convention compliance - Point cloud files are verified for file integrity, coordinate system documentation, and completeness

The internal reviewer is independent of the production technician. Comments are addressed before issue.

What Happens When You Receive Your Deliverables

Stage 5, Client Review and Comment Period (review window defined in scope)

When GDS issues deliverables, the formal review period opens. You have the review window defined in the project scope or delivery terms to review the deliverables and raise comments.

What to check during review:

• Open each scoped file and verify that it opens correctly in the software environment identified for the project
• Confirm the coordinate system matches what was agreed
• Check overall coverage, does the data cover the entire agreed scope?
• Spot-check key dimensions against known reference measurements where possible
• For drawings: check that major elements are present, dimensioned, and correctly represented
• For BIM models: check object coverage against the agreed element schedule and LOD

Raise comments formally, in writing, referencing the specific sheet, file, or area, within the review window. GDS addresses comments and re-issues the affected deliverables within the agreed turnaround.

One review round is standard. Additional revision rounds beyond the first are typically subject to additional fees, this is agreed in the project scope document. Submit all comments in a single consolidated response, not as a series of individual emails.

Stage 6, Final Issue and Project Closeout

Following the completion of the review round, GDS issues the final deliverable package: - Final files transmitted via secure file transfer link or the agreed delivery method - Document register confirming file names, formats, issue date, and revision status - Coordinate system record confirming the datum, projection, and any site-specific coordinate transformations applied - Scan station register (optional, on request) showing where scanner positions were located

The project is then formally closed out. Data retention should be confirmed in the project terms. After the defined retention period, data may be deleted unless a retention extension is agreed.

What You Should Do Immediately After Receiving Your Deliverables

1. Open and verify every file immediately. Do not wait until you need the data to discover a file is corrupted or in the wrong format. Verify all files open correctly on day one.

2. Confirm the coordinate system. Check that the data is referenced to the datum and projection you specified. If you are integrating the data into an existing project model or GIS, verify the data sits in the correct position before the review window closes.

3. Back up to your own secure storage independently. GDS retains data, but your primary copy should be on your own systems immediately after receipt. Store in at least two locations, a live working location and an archive backup.

4. Distribute to project stakeholders who will use the data. Identify who on your team or your contractor team will work with the deliverables and ensure they have access to the correct files in the correct format. Coordinate data sharing within the review window so that any issues discovered during use are captured before it closes.

5. File a record of the delivery. Record the delivery date, file list, coordinate system, and GDS project reference in your project document management system. This record becomes important if questions arise about the data in the future, particularly for long-lived assets where the scan may be referenced years after the project.

What to Do If Something Doesn't Look Right

If you identify an issue during review, a coverage gap, an apparent dimensional inconsistency, a file that does not open, contact GDS immediately and specifically:

• Identify the specific file or area: "Sheet A-101, the north elevation appears to be missing the pipe rack structure in grid lines D to F" is actionable. "Something looks wrong" is not.
• Reference the deliverable specification: If the issue relates to a requirement in the agreed deliverable spec (coverage area, LOD, format), reference that specific requirement.
• Raise comments within the review window: Issues raised after the review period may be treated as new scope items rather than corrections.

GDS reviews project comments and can provide a response explaining whether a correction has been made, whether the item is already consistent with the agreed specification, or whether the request is additional scope.

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