1. Document and Record Keeping CTC-470

2. Project Files Important tools –Indispensable for managing project –Must have a logical organization –Must have documents filed properly Chronological order in each file Each file is on a specific subject or subcontractor Keep contract or PO info on left side and everything else on right side of folder

3. Project Files File system designed by PM –Project clerk maintains files –Use alphanumeric or numeric codes –Use same system in entire construction co. –Use CSI or WBS numbers for filing Keeps estimate items and subcontract in same place F 11-2 –Files should be on site for easy access by PM

4. Routing Stamp F11-3 –Used to make sure that all parties see document –Do not want to use original Make copy and route it in reading file Archive file when done –Provides backup to files A complete file is important for court

5. Daily Job Diary Also called daily journal or report One of the most important PM tools and job site records –Contemporary record of each day’s events –Legal record of daily job site activity –Change order backup documentation –Back charge and claim documentation –Historical record of schedule process –Figure 11-4

6. Daily Job Diary –Should be done by Proj Super –Should be done on a daily basis Historical document Legal document Done in ink –All subs should do daily diary

7. Control Logs –Provide summary reports of communications processes during project –Logs for PO’s, Field questions, submittals, Contract Change Directive, Sketches, drawings, CO proposal, transmittal, letter, telephone, subcontract modification, close-out

8. Record Drawings –Original drawings from contract –Current set of drawings for project with mark- ups –Permit set stamped by municipality –As-built –Submittal drawings