A Project consist of modules with specific functions. The most important are the three main modules used to handle the files; The workspace, the publication space and the distribution space.
The workspace is where the preliminary work files are exchanged between the project parties. It is normally the project supervisors who exchange material, but other parties who needs to follow the project phase (e.g the owner) can also be granted access to the area.
The publication space is where all the latest current file versions are collected. The files are published, usually from the workspace, and it is often a few people from the project company and the project management who is in charge of publishing files.
You can create an approval procedure, so the publishing rely on other users approval.
The distribution space is where the latest current files are distributed to the relevant parties. Normally every part has a distribution list. This area does not contain physical files, only references to current files from the publication space. When a file is published and distributed for the first time, all information is saved, so when new file versions are published they will automatically be distributed to the chosen distribution lists - and the correct receivers. When a file is distributed, it is available to all the members of a distribution list.
Normally it is one or more of the project part and the project management who has access to publish and distribute files.