Begin with a useful boundary
A contract register can become an endless cleanup project if the first goal is “everything.” Start with one business unit, one project type or the ten relationships that create the most questions. Choose a scope small enough to finish and important enough to use.
Gather the agreement, not just the PDF
For each relationship, collect the signed master agreement, project orders, schedules and amendments that may affect it. Keep the individual documents identifiable. If a schedule is missing or you cannot tell whether a version is signed, record the question rather than quietly treating the file as complete.
Capture the fields that lead to action
A useful first register needs the counterparty, agreement type, responsible owner, important dates, document links and verification status. Add the conditions your team routinely needs: billing triggers, reporting requirements and approvals before changes. Resist adding fields merely because they are available.
Separate suggestions from confirmed information
AI extraction and old spreadsheet entries can accelerate the work, but both need review. Prioritize consequential dates and obligations. Keep the original wording beside the proposed value. Missing information, conflicting terms and a verified absence are different states and should remain distinguishable.
Give the register an intake habit
The useful question after the cleanup is: how does the next signed agreement arrive? Choose a simple path and an accountable person. Decide who checks newly added documents, who confirms important terms and who reviews upcoming decisions. A small maintained register is more useful than a comprehensive one that becomes stale.
Make the first handover
Choose one project owner and give them a short briefing. Ask whether the exceptions are clear, whether they can fulfil the responsibilities and whether something important is missing. Their response will reveal whether the register supports the actual work.
TAKE IT INTO YOUR NEXT REVIEW
Your working checklist
Use it as a starting point and adapt it to your agreements.