1. Document control
MODULE 4

2. Three Stages
Creating
Transmitting
Filing/Preserving

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

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

5. File Systems
Caltrans
Unified Filing System
City
Other

6. Methods
Manual

7. Methods
Electronic
Laptop
Tablet

8. References

9. 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

10. 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.

11. 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

12. 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 ...

13. 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.”

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

15. 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.

16. Other tips

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

18. Caltrans recommended content

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

20. Submittals Schedule Requests for Information Shop Drawings
Cost Reduction Proposals

21. Labor Compliance Certified Payroll Prevailing Wages Fringe Benefits
Employee Interviews

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

23. Questions?