Record keeping
Contents |
[edit] Introduction
Appropriate records should be compiled and maintained throughout the duration of construction projects. This creates a contemporaneous history of what happened at what point during the course of the project that can be referred to if necessary.
This not only establishes a ‘memory’ or ‘paper trail’ for the project through which activities and decisions can be reviewed, it allows for the reconstruction, review and analysis of events and timelines should a dispute arise. Disputes are often determined by the available records, rather than by the facts, and so it is commercially very important to the parties involved that good records are kept.
There are a number of reasons for record keeping:
- Legal requirements.
- Contractual requirements.
- To control work.
- To provide data for future work.
The extent of the record keeping required will depend on the type of project. A balance must be maintained between keeping adequate records in preparation for a dispute arising, and attempting to record everything, which is can be difficult, time consuming and costly.
Some record-keeping requirements, such as recording the minutes of meetings for example, may be carried out at the discretion of the individual organisation, with different frequency rates, levels of detail, and time for which records must be kept, appropriate for different situations. Other records may be a legal or contractual requirement, following prescribed rules.
For example, under the Construction Industry Scheme (CIS), contractors must keep a record of the gross amount of each payment invoiced by subcontractors, excluding VAT and any deductions made from subcontractor payments. These details must be kept for at least 3 years after the end of the tax year they relate to.
Ultimately, when the completed building is handed over to the client, a set of record information should be passed to them so they are able to operate the building.
It is important that the standard of records kept is high, or they may not provide the expected information when they are actually required. In particular, records should be dated (including incoming records) and where appropriate, signed, and a document management system should be in place to allow efficient storage and retrieval.
Information is now generally managed using specialist software, and apps that make the preparation of records easier and more reliable are also available. This can, for example allow records to be made on site using a mobile phone, which are then automatically uploaded to a project document management system.
Increasingly, project information is prepared in the form of a building information model (BIM), and this may include project records as well as design and specification information. An as-built or as-constructed building information model might be prepared on completion of construction works, consisting of documentation, non- graphical information and graphical information defining the delivered project.
During operation, this might be described as an Asset Information Model (AIM), that is, a model that provides all the data and information related to, or required for the operation of the completed built asset.
[edit] List of records
A range of records that might be kept on construction projects is presented below. Please add to this list:
Tenders and contracts:
- Original contract tender documents.
- Tender negotiations and revisions.
- Sub-contractor tenders, contracts, purchase orders and correspondence.
Contract administration:
- Instructions.
- Variations and estimates.
- Contractual certificates.
- Contract notices.
- Requests for information.
- Daily time records.
- Daily equipment use.
- Daily production logs.
- Material delivery and use.
- Labour use.
- Inventories of tools, plant and equipment.
Project management:
- Cost reports.
- Forecast-to-complete estimate updates.
- Productivity reports.
- Accounting records (e.g. pay-roll, accounts payable and receivable).
- Correspondence.
- Minutes of meetings.
- Progress reports.
Site management:
- Site diary.
- Progress reports.
- Progress photographs.
- Weather conditions.
- Site visitors.
- Accidents, injuries and health.
Assessment:
Operation:
- Asset register.
- Health and safety file.
- Building owner's manual.
- Building log book.
- Building user's guide.
- Testing and commissioning data.
- Certificates and warranties.
- As-built drawings or an as-constructed building information model.
- Statutory approvals, waivers, consents and conditions.
- Equipment test certificates.
- Licences.
Correspondence records, such as letters and emails.
As-built drawings and record drawings.
[edit] Related articles on Designing Buildings
- Capital allowances and super deductions.
- Collaborative practices for building design and construction.
- Contract award.
- Construction litigation.
- Contribution and apportionment.
- Damages in construction contracts.
- Design documentation.
- Design review.
- Difference between purchase order and invoice.
- Good faith in construction contracts.
- Human resource management in construction.
- Invoice.
- Legal and equitable assignment.
- Office manual.
- Project quality plan PQP.
- Purchase order.
- RIBA plan of work.
- Site administrator.
- Site visitors book.
- Team management for building design and construction projects.
[edit] External references
- Gov.uk - What you must do as a CIS contractor
- David Ross Associates - Documentation and record keeping
Featured articles and news
How can digital twins boost profitability within construction?
A brief description of a smart construction dashboard, collecting as-built data, as a s site changes forming an accurate digital twin.
Unlocking surplus public defence land and more to speed up the delivery of housing.
The Planning and Infrastructure bill oulined
With reactions from IHBC and others on its potential impacts.
Farnborough College Unveils its Half-house for Sustainable Construction Training.
Spring Statement 2025 with reactions from industry
Confirming previously announced funding, and welfare changes amid adjusted growth forecast.
Scottish Government responds to Grenfell report
As fund for unsafe cladding assessments is launched.
CLC and BSR process map for HRB approvals
One of the initial outputs of their weekly BSR meetings.
Architects Academy at an insulation manufacturing facility
Programme of technical engagement for aspiring designers.
Building Safety Levy technical consultation response
Details of the planned levy now due in 2026.
Great British Energy install solar on school and NHS sites
200 schools and 200 NHS sites to get solar systems, as first project of the newly formed government initiative.
600 million for 60,000 more skilled construction workers
Announced by Treasury ahead of the Spring Statement.
The restoration of the novelist’s birthplace in Eastwood.
Life Critical Fire Safety External Wall System LCFS EWS
Breaking down what is meant by this now often used term.
PAC report on the Remediation of Dangerous Cladding
Recommendations on workforce, transparency, support, insurance, funding, fraud and mismanagement.
New towns, expanded settlements and housing delivery
Modular inquiry asks if new towns and expanded settlements are an effective means of delivering housing.
Building Engineering Business Survey Q1 2025
Survey shows growth remains flat as skill shortages and volatile pricing persist.