Importance of record keeping

Record keeping means keeping organised, accurate and dated documents of all activities, decisions, measurements, materials and payments of a project, so that they can be used as evidence and reference during and after construction.

Main records: drawings and revisions, site order book, measurement book, daily progress report, muster roll, material receipt and issue registers, test reports, correspondence, meeting minutes, variation orders, bills and payment records, photos, as-built drawings, handover documents.

Importance

1. Evidence in disputes and claims: extension of time, extra payment and defects can be proved by dated records.
2. Basis of payment: measurement and attendance records are the basis for bills and wage payments.
3. Progress monitoring: daily and weekly records allow comparison with the schedule and early corrective action.
4. Cost control: records of labour, material and equipment show where cost is going and help to prevent wastage and theft.
5. Quality assurance: test results and inspection records show that the work follows specification.
6. Accountability and audit: public works need audit trails; records make the process transparent.
7. Future use: productivity and actual costs improve estimating for similar projects.
8. Maintenance and alterations: as-built drawings and records help later repair and modification.
9. Legal compliance: labour, tax, insurance and safety laws require records.
10. Better communication between the owner, consultant and contractor, and continuity if staff change.