Important records which should be maintained at construction site
Records to be maintained at construction sites play important role in construction activities. It is a document required to prove any construction activity has taken place at site during billing or any other claims.
These records consists of data of various construction activities executed at site.for any extra items these documents shall play a vital role in establishing of the job executed as well as for the extra claims.
Maintenance of records also helps during audits of construction projects at any point of time. These documents helps to defend any claims such as liquidated damages or false claims or violations of any guidelines by authorities or clients.
The details of records /documents should be maintained as follows:-
Contract Agreement:
This documents including all drawings, iamendments, approval of municipal corporation or urban development authorities need to be maintained at sites till the completion.. These documents provides permission and guidelines for all the activities carried out at the construction site.
Time and Progress Charts or CPM Charts:
this help in tracking the construction activities from time to time and help in planning, scheduling and controlling the construction projects activities. these chart are prepared and approved by the consultant/client.
Work orders book:
All orders by clients to the contractors to be maintained with serial numbers, signatures and dates. These orders should be specific in nature and aslo should have the remark and observation column in it.
Works Diary:
Works diary of a construction project should indicate all data such as con tract no, nature of work,value of contract, date of commencement extension duration if any etc.
All the relevant details need be entered daily in the works diary. it should consists of the following
It consists of all the activities to be carried out at construction site. It consists of an index page with details of all items of works to be done under the contract and details of progress of each works. It helps in monitoring each activity of construction and helps in pre-planning for other remaining activities which starts after completion of current activity. This also helps in acquiring approvals before time for activities to be started.
Tests Results Record:
This is also an important record to be maintained at construction site as a proof for construction quality. This record consists of tests of various materials such as cement, sand, aggregates, water, steel reinforcement used at construction site, test records of concrete cubes, concrete cylinders, slump tests etc.
These records to be indexed and maintain on day to day basis.
All the tests carried out at site or in laboratory are recorded in the this record book. Some of the tests carried out at construction sites for civil works are:
It consists of details of receipts, daily consumption's and remaining balance at site. It also consists of manufacturing dates of cement, date of receipt and test reports of cement at site or manufacturers test reports
Register for approval of Samples:
This record provides details of all the samples for construction materials that has been approved or rejected by the clients. Approvals from the client is necessary for the construction materials to be used before commencement of the project. All the samples approved by the clients need to be kept separately along with their tests reports with approvals of the clients and contractors till the completion of the work.
Records of Changes, Deviation orders and Amendments:
Many a times during the construction projects, there are deviations or changes or amendments to the contract documents and work activities from time to time during construction project as required by the clients. These changes can be in a drawing, specifications or additional works.
A record of all such deviation orders and amendments to contract agreement together with their financial effect should be maintained along with approval or signatures from the clients. If these changes involves in any extension of time of the contract, these should also be recorded.
Measurement Books:
The measurement book is a record for all the construction activities carried out and approved by the client. These records are important for a contractor to maintain and help during billing claims. Any extra work done is also recorded in this book with notes.
Records to be maintained at construction sites play important role in construction activities. It is a document required to prove any construction activity has taken place at site during billing or any other claims.
These records consists of data of various construction activities executed at site.for any extra items these documents shall play a vital role in establishing of the job executed as well as for the extra claims.
Maintenance of records also helps during audits of construction projects at any point of time. These documents helps to defend any claims such as liquidated damages or false claims or violations of any guidelines by authorities or clients.
The details of records /documents should be maintained as follows:-
Contract Agreement:
This documents including all drawings, iamendments, approval of municipal corporation or urban development authorities need to be maintained at sites till the completion.. These documents provides permission and guidelines for all the activities carried out at the construction site.
Time and Progress Charts or CPM Charts:
this help in tracking the construction activities from time to time and help in planning, scheduling and controlling the construction projects activities. these chart are prepared and approved by the consultant/client.
Work orders book:
All orders by clients to the contractors to be maintained with serial numbers, signatures and dates. These orders should be specific in nature and aslo should have the remark and observation column in it.
Works Diary:
Works diary of a construction project should indicate all data such as con tract no, nature of work,value of contract, date of commencement extension duration if any etc.
All the relevant details need be entered daily in the works diary. it should consists of the following
- Weather at site
- Labors employed
- materials brought to site with their approximate quantity
- Types of transport working at site
- Types of tools and plants used at site
- items of works completed and approved on the particular date
- visitor such as consultant, client entry and their remarks.
It consists of all the activities to be carried out at construction site. It consists of an index page with details of all items of works to be done under the contract and details of progress of each works. It helps in monitoring each activity of construction and helps in pre-planning for other remaining activities which starts after completion of current activity. This also helps in acquiring approvals before time for activities to be started.
Tests Results Record:
This is also an important record to be maintained at construction site as a proof for construction quality. This record consists of tests of various materials such as cement, sand, aggregates, water, steel reinforcement used at construction site, test records of concrete cubes, concrete cylinders, slump tests etc.
These records to be indexed and maintain on day to day basis.
All the tests carried out at site or in laboratory are recorded in the this record book. Some of the tests carried out at construction sites for civil works are:
- Cube tests for concrete works for each location or structural members.
- Sieve analysis of coarse aggregates, impact or abrasion tests.
- Sieve analysis of coarse sand for concrete works, masonry sands for masonry works, plastering and pointing works etc.
- Tests for impurities of aggregates and sands.
- Bulking of sand test for concrete and masonry works.
- Slump tests and compacting factor tests for concrete works.
- Crushing strength test, tolerance, water absorption test, efflorescence tests of bricks, stones or masonry work.
- Moisture contents of timber.
- Manufacturer tests reports provided by the vendors for admixtures, reinforcing steels etc.
- And any other tests are required by the contract documents.
It consists of details of receipts, daily consumption's and remaining balance at site. It also consists of manufacturing dates of cement, date of receipt and test reports of cement at site or manufacturers test reports
Register for approval of Samples:
This record provides details of all the samples for construction materials that has been approved or rejected by the clients. Approvals from the client is necessary for the construction materials to be used before commencement of the project. All the samples approved by the clients need to be kept separately along with their tests reports with approvals of the clients and contractors till the completion of the work.
Records of Changes, Deviation orders and Amendments:
Many a times during the construction projects, there are deviations or changes or amendments to the contract documents and work activities from time to time during construction project as required by the clients. These changes can be in a drawing, specifications or additional works.
A record of all such deviation orders and amendments to contract agreement together with their financial effect should be maintained along with approval or signatures from the clients. If these changes involves in any extension of time of the contract, these should also be recorded.
Measurement Books:
The measurement book is a record for all the construction activities carried out and approved by the client. These records are important for a contractor to maintain and help during billing claims. Any extra work done is also recorded in this book with notes.
