One folder structure.
Every project.

You settle it once. Your health system agrees the tree it wants, and every project opened after that starts with the same one. That is the part that makes it work: a project somebody else ran two years ago opens exactly like the one you started this morning.

Yes, and that is the point. Your architect files the design sets, your general contractor files the construction record, your trades file the warranties and manuals. Each one is limited to the buildings they are contracted for and nothing else in the portfolio, so the record builds while the job runs instead of being collected from inboxes afterwards.

Nothing moves. You mark the project Complete and it stays on the building with everything in it. The people who ran it move on, the contractor's access ends, and the record is still there for whoever asks about that space in five years.

They are documents, and they go in the construction folder along with the field reports, change orders and the punch list. There is no separate module to keep up to date, which is deliberate: the things a hospital still needs three years later are the records, not the process around them.

No. Start with the projects that are running now, so the structure is in place for work that is still producing documents. Older archives can come across a building at a time, and plenty of teams only ever bring over the closeout folders, which are the ones anybody actually asks for.