A Typical Set of Records
A good set of records that might be kept on a fair sized construction project could well include the following files. Note that these files are assembled into blocks of like subject matter. This approach greatly facilitates ease of filing and subsequent recall.
1) Original Contract Tender Documents
2) Issued for Construction set, and all subsequent revisions
3) Instructions to contractor
4) Contemplated Change Notices issued by the owner, Change Estimates, and Change Orders received
5) Sub-contractor quotes, contracts, purchase orders and correspondence
6) Shop drawings, originals, all revisions and re-submissions
7) Shop drawing transmittals, and transmittals log
8) Daily time records
9) Daily equipment useConstruction Claims
10) Daily production logs, e.g. concrete pours etc.
11) Material Delivery and Use Records, including expediting
12) Accounting records: pay-roll, accounts payable and receivable, etc.
13) Progress Payment Billings under the contract
14) Daily Force Account Records, pricing and billings
15) Contract Milestone Schedule or Master Schedule
16) Short Term Schedules and up-dates
17) Task schedules and analyses
18) Original tender estimate
19) Construction control budget
20) Actual Cost Reports, weekly or monthly, including Exception Reports.
21) Forecast-to-Complete Estimate up-dates
22) Productivity Reports/Analyses
23) Inter-office correspondence, including memos and faxes (all filed by topic).
24) Contract correspondence
25) Minutes of Contractual Meetings
26) Minutes of Site Coordination Meetings
27) Requests for information
28) Notice of claims for delays and/or extra cost by contractor
29) Government Inspection Reports
30) Consultant Inspection Reports
31) Accident Reports
32) Daily diary or journal entries
33) Notes of telephone conversations
34) Progress Reports, weekly, monthly or quarterly
35) Progress photographs
36) Any other reports, such as special consultant reports
37) A Filing Record of all the Record Files that are being maintained
A good set of records that might be kept on a fair sized construction project could well include the following files. Note that these files are assembled into blocks of like subject matter. This approach greatly facilitates ease of filing and subsequent recall.
1) Original Contract Tender Documents
2) Issued for Construction set, and all subsequent revisions
3) Instructions to contractor
4) Contemplated Change Notices issued by the owner, Change Estimates, and Change Orders received
5) Sub-contractor quotes, contracts, purchase orders and correspondence
6) Shop drawings, originals, all revisions and re-submissions
7) Shop drawing transmittals, and transmittals log
8) Daily time records
9) Daily equipment useConstruction Claims
10) Daily production logs, e.g. concrete pours etc.
11) Material Delivery and Use Records, including expediting
12) Accounting records: pay-roll, accounts payable and receivable, etc.
13) Progress Payment Billings under the contract
14) Daily Force Account Records, pricing and billings
15) Contract Milestone Schedule or Master Schedule
16) Short Term Schedules and up-dates
17) Task schedules and analyses
18) Original tender estimate
19) Construction control budget
20) Actual Cost Reports, weekly or monthly, including Exception Reports.
21) Forecast-to-Complete Estimate up-dates
22) Productivity Reports/Analyses
23) Inter-office correspondence, including memos and faxes (all filed by topic).
24) Contract correspondence
25) Minutes of Contractual Meetings
26) Minutes of Site Coordination Meetings
27) Requests for information
28) Notice of claims for delays and/or extra cost by contractor
29) Government Inspection Reports
30) Consultant Inspection Reports
31) Accident Reports
32) Daily diary or journal entries
33) Notes of telephone conversations
34) Progress Reports, weekly, monthly or quarterly
35) Progress photographs
36) Any other reports, such as special consultant reports
37) A Filing Record of all the Record Files that are being maintained
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