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Forge Photonics
SharePoint information architecture
Proposed, 25 August…
Forge Photonics
SharePoint information architecture
Proposed, 25 August 2026
Site owner: Robin Fieldhouse, COO15 document libraries, 100 folders.Level 1 nodes are document libraries. Level 2 nodes are folders.
1 Corporate Governance
Constitution, shareholders agreement, deeds of accession and variationOwner: Justin Wong (CEO)Access: LeadershipSpecial approval thresholds sit here
Board packs, minutes, circulating resolutionsOwner: Justin Wong (CEO)Access: Leadership
Notices, proxies, resolutions and outcomesOwner: Robin Fieldhouse (COO)Access: Leadership
Delegation of authority matrix and approval thresholdsOwner: Robin Fieldhouse (COO)Access: All staff
ASIC lodgements, annual statements, officeholder changesOwner: Robin Fieldhouse (COO)Access: Leadership
Advisory appointments, terms and meeting recordsOwner: Justin Wong (CEO)Access: Leadership
2 Strategy and Planning
Current strategy, supporting analysis and prior versionsOwner: Justin Wong (CEO)Access: All staff
Annual plan, budget, headcount and capital planOwner: Robin Fieldhouse (COO)Access: Leadership
Company objectives, key results and trackingOwner: Robin Fieldhouse (COO)Access: All staff
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3 Finance
Annual financial statements, audit or review correspondenceOwner: Robin Fieldhouse (COO)Access: Leadership
Monthly accounts, reconciliations and cash flowOwner: Robin Fieldhouse (COO)Access: Leadership
Supplier invoices, customer invoicing, aged balancesOwner: Robin Fieldhouse (COO)Access: Leadership
Payroll records, superannuation, single touch payrollOwner: Robin Fieldhouse (COO)Access: Restricted - namedPersonal information; strict access
BAS, income tax, FBT, PAYG and related correspondenceOwner: Robin Fieldhouse (COO)Access: Leadership
Costing workbooks, apportionment method, adviser queries, lodgementsOwner: Robin Fieldhouse (COO)Access: LeadershipTechnical substantiation held in Technical 9.2
Bank mandates, facilities, drawdowns and covenantsOwner: Robin Fieldhouse (COO)Access: Restricted - named
Expense, travel, procurement approval and delegation controlsOwner: Robin Fieldhouse (COO)Access: All staff
4 People and Culture
Position approvals, advertising, selection records, onboarding packsOwner: Robin Fieldhouse (COO)Access: Leadership
Individual employment records, one folder per employeeOwner: Robin Fieldhouse (COO)Access: Restricted - namedPermission break; personal information
Executed contracts and current template suiteOwner: Robin Fieldhouse (COO)Access: Restricted - named
Plan rules, offers, acceptances, vesting and register interfaceOwner: Robin Fieldhouse (COO)Access: Restricted - namedReconciles to register at 9.1
Position descriptions, structure, capability planningOwner: Robin Fieldhouse (COO)Access: All staff
Training plans, records and professional developmentOwner: Robin Fieldhouse (COO)Access: All staff
Leave, conduct, flexible work, grievance and related policiesOwner: Robin Fieldhouse (COO)Access: All staff
5 Work Health and Safety
WHS policy, system description, roles and consultation arrangementsOwner: Robin Fieldhouse (COO)Access: All staff
Hazard identification, risk assessments and safe work method statementsOwner: Robin Fieldhouse (COO)Access: All staff
Laser safety, chemical handling, electrical and machinery safetyOwner: Rebecca CraineAccess: All staffLaser safety plan is a standing item
Reports, investigations, corrective actions and notifiable incidentsOwner: Robin Fieldhouse (COO)Access: All staffNotifiable incidents have statutory timeframes
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Emergency plan, first aid, evacuation and drill recordsOwner: Robin Fieldhouse (COO)Access: All staff
Workplace inspections, audit reports and action closureOwner: Robin Fieldhouse (COO)Access: All staff
6 Quality Management
Scope, quality policy, process map and objectivesOwner: Robin Fieldhouse (COO)Access: All staffAligned to ISO 9001 as the certification target
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Numbering, version control, approval and retention rulesOwner: Robin Fieldhouse (COO)Access: All staffGoverns naming across all three sites
NCR log, root cause analysis, corrective and preventive actionsOwner: Robin Fieldhouse (COO)Access: All staff
Audit program, plans, reports and findingsOwner: Robin Fieldhouse (COO)Access: Leadership
Review inputs, minutes and resulting actionsOwner: Justin Wong (CEO)Access: Leadership
Approved supplier list, supplier assessment and performanceOwner: Robin Fieldhouse (COO)Access: All staffQualification pipeline maintained in CRM
Certification body correspondence, audits and certificatesOwner: Robin Fieldhouse (COO)Access: Leadership
7 Security
Security policy, plan and supporting standardsOwner: Robin Fieldhouse (CSO)Access: All staff
Roles, responsibilities, reporting lines and assuranceOwner: Robin Fieldhouse (CSO)Access: Leadership
Screening, eligibility, clearance status and offboardingOwner: Robin Fieldhouse (CSO)Access: Restricted - namedPersonal information; strict access
Site security measures, alarms, storage and key controlOwner: Robin Fieldhouse (CSO)Access: Leadership
Security controls, hardening, patching and maturity assessmentOwner: Robin Fieldhouse (CSO)Access: Leadership
Incident reports, investigation and reporting obligationsOwner: Robin Fieldhouse (CSO)Access: Restricted - named
Briefings, training records and attestationsOwner: Robin Fieldhouse (CSO)Access: All staff
Application documentation, evidence pack and sponsorship correspondenceOwner: Robin Fieldhouse (CSO)Access: LeadershipApplication status only; no membership implied
Visitor approvals, escorting, foreign national access recordsOwner: Robin Fieldhouse (CSO)Access: All staffLinks to export control assessment
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9 Registers
Shares, options and holder details reconciled to cap tableOwner: Robin Fieldhouse (COO)Access: LeadershipRetained as an assumption - confirm existing numbering
All executed agreements with key dates and obligationsOwner: Robin Fieldhouse (COO)Access: Leadership
Executed confidentiality agreements, scope, term and restrictionsOwner: Robin Fieldhouse (COO)Access: All staffExisting register - retains its current reference
Permits, authorisations, transfers and disclosuresOwner: Robin Fieldhouse (Compliance Authority)Access: Leadership
Enterprise and project risks with owners and treatmentsOwner: Robin Fieldhouse (COO)Access: Leadership
Capital equipment, instruments and calibration due datesOwner: Rebecca CraineAccess: All staff
Declared interests, gifts and hospitalityOwner: Robin Fieldhouse (COO)Access: Leadership
Policy inventory, owner, version and review dateOwner: Robin Fieldhouse (COO)Access: All staff
Consolidated WHS, security and quality incidentsOwner: Robin Fieldhouse (COO)Access: Leadership
Policies, cover, renewal dates and claimsOwner: Robin Fieldhouse (COO)Access: Leadership
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11 Legal
Advice received, filed by matterOwner: Robin Fieldhouse (COO)Access: LeadershipPreserve privilege; restrict circulation
Standard agreements, fallback positions and negotiation guidanceOwner: Robin Fieldhouse (COO)Access: Leadership
Non commercial executed agreements filed by counterpartyOwner: Robin Fieldhouse (COO)Access: Leadership
Correspondence, position papers and resolutionOwner: Robin Fieldhouse (COO)Access: Restricted - named
Privacy policy, collection notices, data mapping and obligationsOwner: Robin Fieldhouse (COO)Access: All staffAustralian and European obligations both in scope
Engagement letters, scope and fee arrangementsOwner: Robin Fieldhouse (COO)Access: LeadershipAppointments recorded only once confirmed
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14 Risk, Insurance and Continuity
Framework, appetite, assessment method and reportingOwner: Robin Fieldhouse (COO)Access: Leadership
Policies, schedules, renewals and broker correspondenceOwner: Robin Fieldhouse (COO)Access: LeadershipRegister maintained at 9.10
Continuity and disaster recovery plans and test recordsOwner: Robin Fieldhouse (COO)Access: Leadership
Crisis roles, escalation, communications and contact listsOwner: Justin Wong (CEO)Access: Leadership
15 Policies, Templates and Forms
Current approved policies, single source of truthOwner: Robin Fieldhouse (COO)Access: All staff
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Letterhead, memo, report, minute and agenda templatesOwner: Robin Fieldhouse (COO)Access: All staff
Approval, request, declaration and reporting formsOwner: Robin Fieldhouse (COO)Access: All staff
Site owner: Paul Sibley, CTO12 document libraries, 57 folders.Level 1 nodes are document libraries. Level 2 nodes are folders.
1 Systems Engineering
Product, system and subsystem requirements; specification baselinesOwner: Paul Sibley (CTO)Access: All staff
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Noise and error budget models; performance predictionsOwner: Paul Sibley (CTO)Access: All staffControlled technical data - see 11
PDR / CDR packs, review minutes, actions and closureOwner: Paul Sibley (CTO)Access: All staff
Baseline definitions, change requests, engineering change ordersOwner: Paul Sibley (CTO)Access: All staffFeeds QMS document control (Ops 6.3)
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3 Electronics and PCBA
Schematic sets, layout files, revision historyOwner: Paul Sibley (CTO)Access: Engineering
BOMs by assembly and revision; alternates and obsolescenceOwner: Rebecca CraineAccess: EngineeringMirror commercial BOM cost in Commercial 7.2
Board bring-up logs, rework instructions, errataOwner: Paul Sibley (CTO)Access: Engineering
Pre-compliance testing, mitigation, formal test evidenceOwner: Paul Sibley (CTO)Access: Engineering
4 Firmware and Software
Firmware architecture, module design, state machinesOwner: Anneshwa DeyAccess: Engineering
Demodulation, filtering, compensation algorithms and derivationsOwner: Anneshwa DeyAccess: Restricted - namedControlled technical data - see 11
INS mechanisation, alignment, fusion and aiding logicOwner: Anneshwa DeyAccess: Restricted - namedScope of individual authorisations applies
Release notes, version history, signed build recordsOwner: Anneshwa DeyAccess: Engineering
Unit and integration test evidence, coverage, static analysisOwner: Anneshwa DeyAccess: Engineering
Component inventory, licence terms, obligations and attributionsOwner: Anneshwa DeyAccess: EngineeringReview before any customer delivery
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6 Test, Verification and Validation
Master V and V plan, test procedures by levelOwner: Paul Sibley (CTO)Access: All staff
Calibration procedures, coefficient sets, instrument calibration certificatesOwner: Paul Sibley (CTO)Access: EngineeringControlled technical data - see 11
Thermal, vibration, shock and humidity campaign recordsOwner: Rebecca CraineAccess: Engineering
Raw datasets, Allan deviation runs, analysis notebooksOwner: Paul Sibley (CTO)Access: EngineeringApply retention rules - large datasets
Trial plans, run sheets, raw logs, post-processingOwner: Paul Sibley (CTO)Access: EngineeringCommercial trial paperwork sits in Commercial 5
Bias instability, angle random walk, scale factor and TRL evidenceOwner: Paul Sibley (CTO)Access: All staffSource of truth for published performance claims
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8 Intellectual Property
Applications, office actions, attorney correspondence, national phaseOwner: Justin Wong (CEO)Access: LeadershipDescribe as applications - patents pending
Disclosure forms, dated laboratory notebooks, inventorship recordsOwner: Paul Sibley (CTO)Access: EngineeringEvidentiary value - do not edit historical entries
FTO opinions, landscape searches, prior art filesOwner: Justin Wong (CEO)Access: Leadership
Identified trade secrets, protection measures, access logOwner: Robin Fieldhouse (COO)Access: Restricted - namedAccess strictly on need to know
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Site owner: Robin Fieldhouse, COO12 document libraries, 59 folders.Level 1 nodes are document libraries. Level 2 nodes are folders.
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3 Customer Development
Customer development process, stage definitions and gate criteriaOwner: Robin Fieldhouse (COO)Access: All staff
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Pipeline definitions, field dictionary, hygiene rules and reportingOwner: Robin Fieldhouse (COO)Access: All staffCompliance gates clearable by Compliance Authority only
Outbound approach, consent, retention and privacy obligationsOwner: Robin Fieldhouse (COO)Access: All staffGDPR obligations apply to European contacts
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5 Trials and Evaluations
Executed trial and evaluation agreementsOwner: Robin Fieldhouse (COO)Access: LeadershipCopy to contracts register (Ops 9.2)
Objectives, success criteria, responsibilities and scheduleOwner: Robin Fieldhouse (COO)Access: All staff
Mobilisation, logistics, permits and field recordsOwner: Robin Fieldhouse (COO)Access: All staffExport paperwork where hardware crosses a border
Delivered reports and supporting analysisOwner: Paul Sibley (CTO)Access: All staffUnderlying data held in Technical 6.5
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6 Proposals, Quotations and Tenders
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Working drafts, contributor sections, review commentsOwner: Robin Fieldhouse (COO)Access: Leadership
As submitted packages with submission evidenceOwner: Robin Fieldhouse (COO)Access: LeadershipFreeze on submission; no further edits
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Reusable content, past performance, standard responsesOwner: Robin Fieldhouse (COO)Access: All staff
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8 Channels and Partners
Assessment of integrators, resellers and representativesOwner: Robin Fieldhouse (COO)Access: LeadershipScreening evidence retained (Ops 8.9)
Teaming agreements, MoUs and letters of intentOwner: Robin Fieldhouse (COO)Access: LeadershipCopy to contracts register (Ops 9.2)
Engagement records with primes and tier one suppliersOwner: Justin Wong (CEO)Access: LeadershipObserve counterparty specific NDA restrictions
In country representation, agents and distributionOwner: Robin Fieldhouse (COO)Access: LeadershipAnti bribery and sanctions screening required
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11 Corporate Development
Analysis of strategic alternatives and corporate structureOwner: Justin Wong (CEO)Access: Restricted - namedPermission break at library level
One permission broken workspace per code named projectOwner: Justin Wong (CEO)Access: Restricted - namedAccess by explicit approval only; not referenced externally
Diligence on counterparties, structure and regulatory pathwayOwner: Robin Fieldhouse (COO)Access: Restricted - named
Corporate adviser and counsel engagement for these mattersOwner: Justin Wong (CEO)Access: Restricted - named
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