Where a Procuring Authority has systems in place for their portfolio of assets, it is more efficient to build the information management strategy to fit with their existing systems. The decision to set up a new information management system or database should be carefully approached and looked at as a last resort. Implementing new systems into an organisation is a time consuming and costly endeavour that should not be considered unless the existing systems are inadequate.
The Procuring Authority should adopt a single piece of software where possible, which it is already familiar with, to be used between the parties for all communication and record keeping purposes. For example, in one of the case studies, a dedicated program called 'Teambinder' was used successfully as a communication and record management tool and is also consistently used on other projects procured by the Procuring Authority.