Location contact register

What this worksheet records

A location register should explain why each contact is needed. Separate delivery and access responsibilities from a general marketing contact. Record the permitted channel and the source of the information rather than assuming an address found in a public directory authorises every message. Keep access windows and time zones beside the site record where relevant. An empty contact field remains a task for the site owner; it should not be filled by guessing a person's email address.

Complete and review it

Give the register an owner who can check details before the campaign is dispatched. Ask the site to correct outdated responsibilities and preserve a correction note when a contact changes. Share only the minimum details needed by the selected contractor, with unrelated sites removed from the export. If the intended use changes from operational delivery to marketing, do not treat the existing register as consent for the new purpose. Keep operational updates specific to the actual agreed work.

Field definitions

• site_id: A stable identifier for this site, used to connect related rows without merging unrelated records.
• site_name: The actual site name relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• contact_role: The actual contact role relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• contact_name: The actual contact name relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• permitted_contact_channel: The actual permitted contact channel relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• delivery_contact: The actual delivery contact relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• access_contact: The actual access contact relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• time_zone: The actual location or scheduling zone needed to interpret times, without guessing from a contact name.
• access_window: The actual access window, with date format or period meaning explicit; distinguish requested, planned, confirmed and observed values.
• sharing_scope: The actual boundary of sharing scope for this row; name inclusions and exclusions instead of implying unlimited applicability or access.
• source_of_contact: The actual source of contact relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• checked_date: The actual checked date, with date format or period meaning explicit; distinguish requested, planned, confirmed and observed values.
• owner: The named person or agreed role responsible for owner; confirm its real scope rather than assuming authority from a typed name.
• correction_note: The actual correction note relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.

Prepare a deliberate export

This worksheet is designed for necessary operational contacts and may contain personal data. The blank file carries no contact permissions. A completed CSV is an independent local record; recipient access and any communication must be authorised separately.

Take it to the next job

• Record the role, source and permitted purpose of each contact.
• Check access and delivery details with the current site owner.
• Remove unrelated sites and fields before sharing a contractor copy.