Data Storage & Access

Commercial Department – Data Storage & Access

Overview

The Commercial Department at BEC Arabia follows a structured SharePoint-based data storage system to ensure secure, organized, and efficient management of contract administration, quantity surveying, procurement coordination, and cost control documentation.

• All commercial-related files must be stored in SharePoint to maintain data security, integrity, and accessibility.

• Emails, USBs, and external storage should not be used for document sharing.

• Department employees have automatic access to the Commercial SharePoint folder based on their roles.

• Cross-department access requires approval from the Commercial department head before requesting access from the Business Technology (BT) team at [email protected].

Need access to a folder? Contact your department head or email BT support for approvals.

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Quick Access to Commercial SharePoint Folders

Click on a folder name to open it directly in SharePoint.

📁 Commercial Department Main Folders

Folder Name	Description	Access Link
📜 Policies & Procedures	Commercial policies, SOPs, governance documents.	Open Folder
📊 Reports & Analytics	Cost reports, financial dashboards, and performance tracking.	Open Folder
📝 Forms & Templates	Standardized forms for contract approvals, cost control, and procurement requests.	Open Folder
📂 Quantity Surveying & Cost Management	BOQs, cost breakdowns, rate analysis, and cost estimation reports.	Open Folder
✅ Compliance & Audit Records	Regulatory compliance documents, financial audits, commercial risk assessments.	Open Folder
🎓 Training & Development	Commercial training materials, procurement best practices, and certifications.	Open Folder
✉️ External Correspondence	Communication with clients, subcontractors, vendors, and consultants.	Open Folder

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📁 Additional Commercial Subfolders

Folder Name	Description	Access Link
📑 Contract Administration & Legal Compliance	Client contracts, subcontractor agreements, variations, and claims.	Open Folder
📈 Procurement & Vendor Management	Approved vendor lists, procurement strategies, supplier agreements.	Open Folder
📜 Financial Planning & Budgeting	Commercial forecasts, budget allocation, financial planning.	Open Folder
🎤 Risk & Dispute Resolution	Risk registers, dispute resolutions, claims documentation.	Open Folder

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Data Governance & Compliance

• All commercial documents must remain in SharePoint to ensure security, compliance, and accessibility.

• Quarterly audits will be conducted to track document access and ensure compliance.

• Unauthorized data sharing will be subject to IT policies and security measures.

Need access? If you require access to a Commercial document but do not have permission:

1. Request approval from the Commercial department head.

2. Submit an access request to [email protected] with department head approval.

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Important Notes for Commercial Team

• Do not store commercial-related documents in personal storage, USBs, or external cloud services.

• Use the SharePoint folders above for all official commercial-related files.

• Keep folder names descriptive and structured for easy AI searchability.

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Need Help?

For technical support or access requests, contact [email protected] Approval is required from the Commercial department head before submitting IT requests.