Job Book 9th Edition - Book - Page 307
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Stage 6 > Handover and Close Out: Supplementary Material: 6/SM1
Supplementary Material
6/SM1: Keeping office records
Once a job is complete, a decision has to be made about which drawings and
documents should be kept. No office has the space to keep all project records
indefinitely.
A set of project records, properly maintained and completed, should be a useful
condensed history of the project – a point of reference for quick comparison of
working methods, timescales and costs. Photographs of the work in progress and
as completed, presentation drawings and models should also be kept available
for prospective clients and for general publicity purposes. However, it is essential
to keep proper records of the kind of information that will be required in the
event of disputes, in particular:
• the client brief and related correspondence
• the contract documents
• contract administrator’s instructions
• minutes of project meetings
• certificates issued
• notes of inspections and surveys
• any crucial ‘state of the art’ information (manufacturers’ key information,
current British Standards, codes, etc.)
• progress charts, etc.
• selected working drawings.
It is important to remember that the personnel involved with the project may
not be available to give evidence if litigation occurs some years later.
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