Document control MODULE 4

Three Stages Creating Transmitting Filing/Preserving

Components Communications Daily Reports Construction Schedules Letters Memos Change Orders Daily Reports Construction Schedules Submittals

Components (Cont’d) Progress Payments Funding Segregation Video/Photo Log Closeout

File Systems Caltrans Unified Filing System City Other

Methods Manual

Methods Electronic Laptop Tablet

References

Importance Many reasons …most important defending construction claims. To include: Documenting events defending the owner’s position Conversations, memories may fade, Project records may fill in gaps, Inspector or engineer may not be available to testify and the records may speak for them

Daily Record Keeping The Inspector’s Daily Report is a record of the contractor’s operations Narrative report, Notation of any orders given or received, Unusual conditions, Delays in operations, Presence of visitors, Discussions with the contractor. Work performed under protest should be documented (special form) Equipment (number, capacity) Workforce (labor, classification) Materials used in performing the work Describe the work being performed, and when it was protested. Signature of the contractor’s representative and his or her title.

Photographs and Videos Document conditions at the worksite More effectively than an oral or written They can also assist a witness in explaining a condition or event to a judge, jury, or arbitrator. The date and time of when the photograph was taken

Report Writing Personal comments should be avoided. What is said in a project record can be used by the contractor’s attorney to show bias, and attack or impeach the credibility of the witness. For example, the following exchange took place between the contractor’s attorney and the project engineer during the a trial ...

Poor choice of words… Attorney: “Handing you (the engineer) your diary, I want you to refer to April 4th.” Engineer: “Yes sir.” Attorney: “Read it.” Engineer: “Contractor removing overburden. Whole damn family is on the job today.” Attorney: “Is that an appropriate remark for a public official?” Engineer: “It is not.”

Just the facts… The Virginia Department of Transportation sums up good report writing by the acronym, “FAT”: Factual Accurate Timely

The 5 “C”s of good report writing The Washington State Department of Transportation’s Construction Manual lists the five “C’s” of good report writing… Be Clear. Write or print legibly. Be Concise: Simple sentences are best suited for expressing one idea Be Correct: Make sure the facts are correct. Avoid errors and sloppiness. Be Complete: Being complete involves: (1) description of the activity and its location, (2) testing, the results, and the acceptance criteria that were used, (3) any action that were taken, (4) photographs, videos, other project documentation the entry. Be Concurrent: Contract documentation should be concurrent with the construction activity that is the subject of the entry.

Other tips

Caltrans Template Just the facts! No comments or opinions Avoid commentaries Labor, Equipment & Materials Work Activities Problems & Issues

Caltrans recommended content

Contract Items Measurement Payment Final Pay Documentation (Q-Sheets)

Submittals Schedule Requests for Information Shop Drawings Cost Reduction Proposals

Labor Compliance Certified Payroll Prevailing Wages Fringe Benefits Employee Interviews

Reference NHI Course No. 134055 Construction Inspection, Workmanship, and Quality

Questions?