Document and Record Keeping

1
Document and Record Keeping

• CTC-470

2
Project Files

• Important tools
• Indispensable for managing project
• Must have a logical organization
• Must have documents filed properly
• Chronological order in each file
• Each file is on a specific subject or
  subcontractor
• Keep contract or PO info on left side and
  everything else on right side of folder

3
Project Files

• File system designed by PM
• Project clerk maintains files
• Use alphanumeric or numeric codes
• Use same system in entire construction co.
• Use CSI or WBS numbers for filing
• Keeps estimate items and subcontract in same
  place
• F 11-2
• Files should be on site for easy access by PM

4
Routing Stamp

• F11-3
• Used to make sure that all parties see document
• Do not want to use original
• Make copy and route it in reading file
• Archive file when done
• Provides backup to files
• A complete file is important for court

5
Daily Job Diary

• Also called daily journal or report
• One of the most important PM tools and job site
  records
• Contemporary record of each days events
• Legal record of daily job site activity
• Change order backup documentation
• Back charge and claim documentation
• Historical record of schedule process
• Figure 11-4

6
Daily Job Diary

• Should be done by Proj Super
• Should be done on a daily basis
• Historical document
• Legal document
• Done in ink
• All subs should do daily diary

7
Control Logs

• Provide summary reports of communications
  processes during project
• Logs for POs, Field questions, submittals,
  Contract Change Directive, Sketches, drawings, CO
  proposal, transmittal, letter, telephone,
  subcontract modification, close-out

8
Record Drawings

• Original drawings from contract
• Current set of drawings for project with mark-ups
• Permit set stamped by municipality
• As-built
• Submittal drawings