A paper presented to a TUNS/Revay seminar in 1990.
It has been modified only to suit a web presentation format.

Published here September, 2001.

Introduction | Claim Avoidance | Claim Identification | Sources of Dispute
Claim Notification | Reserving Rights | Record Keeping | Typical Set of Records
Focus on the Last Two Groups | Managing the Records | Useful Tips

Record Keeping

Obviously, the extent of record keeping required for a particular construction job will depend on the type of contract. However, some record keeping will be required in any case because it is:

  1. Required by law
  2. Required by the terms of the contract
  3. Needed to control the on-going work
  4. Needed as data for estimating future work
  5. Needed for preserving the contractor's rights under the contract

The first item may be ascertained by referring to the authorities having jurisdiction over the place of the work. The second may be determined by a thorough reading of the contract documents, both in terms of the administrative requirements contained in the general and special conditions, and the technical requirements contained in the specifications. The third, fourth and fifth items are for the contractor to decide, and depend largely on his disposition.

Perhaps the best case that can be made is that, if the contractor wishes to remain profitable he must maintain control of his on-going work, and control of on-going work requires on-going records. Some records may need to be kept daily, others weekly, and still others monthly. Different frequencies are appropriate for different records, but the key is that all such records must be on-going. It is no use shutting the stable door after the horse has bolted!

Reserving Rights  Reserving Rights

Home | Issacons | PM Glossary | Papers & Books | Max's Musings
Guest Articles | Contact Info | Top of Page