Proper Documentation on Construction Project Jobsites

Objectives of the Blog

• Reasons for keeping accurate records at the Jobsite.

• Goals of documentation and record-keeping

• Types of documentation and record-keeping

• Use of documentation and record-keeping in the construction process

Proper Documentation on Construction Project Job Sites

Construction Project Document Management:

Accurate documentation of the progress of construction projects is essential in the current project management scenarios. There was a time when the contractor was able to pursue the construction of the projects, and the project itself spoke for its success. Today climate, contractors operates within the tight cost, time constraints, safety requirements, and statutory obligations. Several activities beyond the control of the contractor can influence the contractor’s performance, whether by actions of the owner, architect, subcontractor, supplier, building inspector, or other parties. An activity deviation may not appear to impact on the contract at the time it happens. Because disputes can occur with the owner, architect, subcontractors and code enforcement officials during the project, clear documentation can assist in finding quick and equitable solutions.

(Ref: https://constructskills.com/course/180-n-site-store-management/)

Five Points to consider while compiling and storing project Jobsite documentation:

1. Objectivity – Information should be correct, complete, and an honest assessment of the situation shall be noted, without bias.

2. Timeliness – Information should be captured as soon as the event occurs

3. Access & Storage: Documentation should be stored properly, and be readily accessible

4. Sharing – Each document shall be shared among project participants as per requirements.

5. Standardization – Proper forms, checklists and formats shall be compiled for information and data to be evaluated quickly, efficiently, and accurately.

Documentation Good Practices:

All documentation should be clear, concise, retrievable, and organized in a planned manner, as many individuals will be referring to it and using it as a basis for other activities. Documentation such as Drawing Registers, Daily Progress Report (DPR) and Meeting Minutes (MoM) may be available to top management. The personal diaries may be slightly subjective, but this is an important part of the progress information, as it will provide a larger perspective regarding a particular project situation. As far as possible, all the documentation should be objective, convey the facts, without any bias.

Major events to Document on Construction Project Sites:

1. Discussions – Telephonic or through direct personal contact. There will be number issues discussed that concern the project should be documented. These records should be as communicated to all parties promptly.

2. Costs - The contractor needs to track all costs on the Jobsite. All labour, material, and equipment used needs to be captured and reported in a timely as accurate manner.

3. Correspondence – Throughout the project, written correspondence via emails, transmittals, sketches, will be transmitted between various project participants.

4. Meeting of Minutes (MoM) – These always are compiled and distributed to all the project participants, even if they did not attend the meeting.

5. Event – Any event related to safety, quality, progress, specific occurrences, and other information that might relate to the project.

6. Contractual & Statutory Requirements – These documents serve specific purposes, they also document certain events throughout the project. Specific forms will be specified for areas such as progress payment, change orders, and substantial completion.