Construction Document Control

Document control during the construction phase includes control of all drafted, written, or printed material relating to the project. This includes all contract documents, memoranda, transmittals, letters, orders, authorizations, records, reports, meeting minutes, cost estimates, schedule printouts, verbal conversation documentation, daily work reports, accident reports, quality control reports, assignments, regulations, sketches, brochures, shop drawings, samples, and manufacturers' data. Design drawings and specifications should continue to be controlled by the Design Team, with field changes accumulated in a revision format.

Upon initiation of the project construction phase, the Construction Team should develop any additional documentation required for construction and maintain a filing system and listing of all anticipated documents. This listing will be continually updated to reflect the current status. The listing will include contract drawings, design specifi cations, shop drawings, equipment specifications, OM&R manuals, pre-functional testing, commissioning reports, training manuals and handouts, and any other information necessary for the timely and successful implementation of construction. By keeping this updated listing available, all of the various project team members and management representatives can more easily follow the construction process. Further, upon completion of construction, the current body of records will remain available for the ongoing training and operations and maintenance phases.

All critical correspondence should be catalogued and tracked, with a report generated and distributed to all appropriate parties. Report status tracking will ensure timely response on all necessary issues. To the full extent possible, standard forms should be used for all correspondence.

To ensure proper control of documents and proper correspondence procedures, a flowchart should be developed defining the relationships between the parties involved. For each major form or record, a separate flowchart may be required, since they may become hard to follow when too many elements are included. Use of flowcharts should be restricted to job-related orders and documentation where distribution is critical. A general procedure is sufficient for the processing of all other correspondence. Increasingly, electronic communication is being used for these purposes, ranging from group list e-mail to confidential web sites containing all project data, with various levels of clearance access provided as appropriate. Numerous software packages are commercially available.

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