What is difference between documents and records

natarajan.balu

Junior Member
Documents and records plays a vital role in construction activity especially when you are on contractor' side. Here are some documents and records to be present at Project site:

Pre construction:
1) Block levels taken at site before starting of the project.
2) Layout of site with all existing structures/trees etc.,
3) Drawings for foundation both civil and structural.
4) Layout plan for any underground facilities.
5) Layout plan showing steel yard, cement godown, temperory office, store room etc., which will help in planning to rearrange these
facilities in case if falls in line with the permanent structure.

During construction:
1) Daily report showing all details including climatic condition, any stoppage of work apart from labour strength, material received etc.,
2) Store records such as Inward/outward register, material issued, Indents, balance materials at site.
3) Drawings received duly signed by concerned authorities.
4) Drawing register which includes the date of receipt, revision no./ name of drawing etc.,
5) Checklists of every activities duly signed by concerned authorities which will help in to know whetner everything is checked before
the activity is started/ after completed
6) Cube registers mentioning date of cast, place of casting, type (column/slab etc.,), date of testing, strength achieved duly signed by
authorities. This helps in to prevent any damage which may occur due to poor quality, therreby we can rectify them by consulting
the consultants. Very very important document.
7) Records of testing done by site lab or by third party for materials like steel, cement, bricks/blocks, aggregates, sand, M.sand and all
other constructions materials which needs periodical checking.
8) Programme chart by MSP or by any other method which should be periodically checked and take action for further improvement.
9) Records for labour used/material used etc., for arriving at a rate for non tender items with relevant signatures from authorised
staff.
10) Records for any change in drawings duly signed by authorised persons.
11) Records for works such as dewatering/power used/water supply from external agencies in case of clients not able to supply these
items.
12) Records like IS codes, mode of measurements for some important items of works.
13) Work orders issued to other agencies/labour contractors.
14) Work bills for all works done by other agencies/labour contractors.
15) Copies of santion plan, Occupancy ceritificate, completion cerrtificate, permanent electricity supply and other Government related
documents.

Hope this will help for engineers who really need them.
 

MAR

Founder Member
Documents and records may sound alike but there is a big difference between the two. Documents are created by planning what needs to be done and records are created when something is done. Documents can change and records don’t (must not) change.


Though its simple words but the meanings are different.
 

MAR

Founder Member
Documents and records plays a vital role in construction activity especially when you are on contractor' side. Here are some documents and records to be present at Project site:

Pre construction:
1) Block levels taken at site before starting of the project.
2) Layout of site with all existing structures/trees etc.,
3) Drawings for foundation both civil and structural.
4) Layout plan for any underground facilities.
5) Layout plan showing steel yard, cement godown, temperory office, store room etc., which will help in planning to rearrange these
facilities in case if falls in line with the permanent structure.

During construction:
1) Daily report showing all details including climatic condition, any stoppage of work apart from labour strength, material received etc.,
2) Store records such as Inward/outward register, material issued, Indents, balance materials at site.
3) Drawings received duly signed by concerned authorities.
4) Drawing register which includes the date of receipt, revision no./ name of drawing etc.,
5) Checklists of every activities duly signed by concerned authorities which will help in to know whetner everything is checked before
the activity is started/ after completed
6) Cube registers mentioning date of cast, place of casting, type (column/slab etc.,), date of testing, strength achieved duly signed by
authorities. This helps in to prevent any damage which may occur due to poor quality, therreby we can rectify them by consulting
the consultants. Very very important document.
7) Records of testing done by site lab or by third party for materials like steel, cement, bricks/blocks, aggregates, sand, M.sand and all
other constructions materials which needs periodical checking.
8) Programme chart by MSP or by any other method which should be periodically checked and take action for further improvement.
9) Records for labour used/material used etc., for arriving at a rate for non tender items with relevant signatures from authorised
staff.
10) Records for any change in drawings duly signed by authorised persons.
11) Records for works such as dewatering/power used/water supply from external agencies in case of clients not able to supply these
items.
12) Records like IS codes, mode of measurements for some important items of works.
13) Work orders issued to other agencies/labour contractors.
14) Work bills for all works done by other agencies/labour contractors.
15) Copies of santion plan, Occupancy ceritificate, completion cerrtificate, permanent electricity supply and other Government related
documents.

Hope this will help for engineers who really need them.


Thanks for your post