| MASTERSPEC - EVALUATIONS | 11/02 (R 05/05) |
Project Record Documents record changes in the Work relative to the way the Work was shown and specified in the original Contract Documents. They also provide important information for the Owner's records that was not shown in the original Contract Documents. As such, they form an invaluable record for future reference, particularly for concealed conditions. This Section contains provisions for various types of Record Documents, including some that are infrequently used.
Division 01 Section "Submittal Procedures" has a close functional relationship with Project Record Documents and includes requirements that often affect Record Document procedures. It is difficult to assemble a meaningful or useful set of Project Record Documents without using submittals as the basis of Record Document development. Carefully coordinate requirements contained in the Section Text with requirements specified in Division 01 Section "Submittal Procedures." The Evaluations in this Section also include a discussion of related issues.
Multiple Contracts: Under most circumstances, multiple contracts do not cause problems in administrating Record Document provisions. If more than one contractor is involved in one area of documentation, however, the basic requirements must clearly define areas of responsibility, which is accomplished in Division 01 Section "Multiple Contract Summary."
Project Record Drawings were formerly called As-Built Drawings. This term is now in disfavor because many attorneys believe that the construction industry should reserve the term as-built for unusual Project situations, such as where elements of the Work are designed as they are built. Project Record Drawings are different because they record the Work as it is actually installed, including modifications and other information.
Record Prints, the most common type of Record Drawings, are simple to produce and cost-effective for the Contractor. Occasionally, Project requirements stipulate half-size final printing of Record Drawings, which makes the Drawings easier to handle but may result in scaling errors. Record Prints are not as easily reproduced as Record Transparencies and computer-aided design (CAD) Drawings, making their use more difficult for future renovations.
Use of Record Transparencies has increased in recent years. This media makes recording changes easy, yet retains the quality of the original Drawings. Some types of moisture-sensitive mylar film are dimensionally stable and produce prints of extremely high quality that are often better than the original Contract Drawings. The Section Text provides optional text either for the Owner to provide a set of Record Transparencies for the Contractor to record changes, or for the Contractor to obtain them after getting the original Drawings from the Architect.
Record CAD Drawings are another version of Record Transparencies. They provide a basis for the Owner to tie the Record Drawings into facility management software, thereby enabling more efficient management of the facility. The Architect's original CAD Drawings form the basis of Record CAD Drawings. To minimize the liability associated with preparing Record Drawings, architects often remove their titleblock information from the Drawings before giving a copy to contractors. Architects should discuss the release of their CAD Drawings with their legal counsel and professional liability insurance agent. Some architects require a release be signed by the Contractor, agreeing that the Architect makes no guarantees for the CAD Drawings nor that the Drawings are complete and accurate representations of the Contract Drawings. This precaution is taken because CAD Drawings are often modified by hand after final plots are made. Architects should also consider that Drawings distributed on diskette can be altered. In contrast, Drawings on CD-ROM cannot be altered, thus providing a permanent record of what was distributed.
As a backup to potential changes in computer software, architects should consider requiring either Record Prints or Record Transparencies as well as Record CAD Drawings. Technology is changing rapidly, and it is possible that Record CAD Drawings may be unusable by future programs. A hard copy of the information allows future users to reconstruct the as-built condition.
Record Specifications provide a record of the products that are actually incorporated into the Work. Knowing the names of the product, the manufacturer, and the Installer, the Owner is better able to handle operation and maintenance issues in the future. This information also makes it easier to match products and materials for repair, replacement, and future renovations.
Architects often mark up extra sets of Specifications for their own records while processing submittals. Some architects provide owners one of these sets as a record copy of the Specifications. When this is the case, delete Part 2 "Record Specifications" Article and revise references to Record Specifications throughout the Section Text to comply with this procedure.
Architect-prepared markups of Record Specifications may also accommodate local custom and individual owner policies. For multiple contract work, the Owner may want the Architect to prepare markups of the Record Specifications as an additional service, because this may be the only way the Owner can secure a reasonably good set of Record Specifications. The Architect, however, could be exposed to increased liability under this procedure.
The reasons for having Record Product Data are much the same as for having Record Specifications. This information can be collected in the same way, but few architects do so. It is not recommended that the Architect collect and assemble Record Product Data because Product Data stems from the construction process and not as a direct result of the Architect's documentation. Furthermore, this procedure could increase the Architect's liability exposure.
Record Samples are an unusual requirement. It is difficult to determine why they might be necessary, because all exposed materials are incorporated into the Work. Those that are not exposed typically do not require Samples. An owner may, however, want a record copy for future matching of materials or finishes.
Samples are normally submitted as part of the submittal process. Usually, one set is retained by the Architect and one set is retained by the Contractor at the Project site for use as a quality-control check against the Work that is actually installed. One set is often forwarded during the submittal process to the Owner by the Architect. The need for Record Samples is often satisfied by the Architect transmitting the office set of Samples to the Owner. The set of Samples used by the Contractor is seldom suitable for record purposes at the end of the job. Architects should consider the following two points when establishing an office policy on Record Samples:
If Record Samples are required by the Owner, consider adding the following to the Section Text:
2.4 RECORD SAMPLES
Operation and maintenance manuals are a separate closeout item, not part of the Record Documents, and are submitted to provide the Owner's personnel with instructions on the use, operation, and maintenance of the building's operating systems and equipment.
The practice of including some types of Project Record Documents, particularly Product Data and Shop Drawings, in operation and maintenance manuals is not recommended because the set of Record Documents is then incomplete. If copies of Record Documents are needed in operation and maintenance manuals, specify that duplicate copies be provided; this way, the set of Record Documents remains intact.
Operation and maintenance manuals are treated separately in their own Division 01 Section "Operation and Maintenance Data." Abbreviated requirements are also included in Division 01 Section "Closeout Procedures."
Other Specification Sections sometimes include miscellaneous record-keeping requirements that may require submittal as Record Documents. Model text for these types of submittals is shown below. Edit the list to delete items not applicable to the Project, and insert other categories that may go unsubmitted if not brought to the Contractor's attention. As an alternative to a list that may be inaccurate, include the requirement for a Record Submittal in each individual Specification Section.
1.8 MISCELLANEOUS RECORD SUBMITTALS
Provisions in the Section Text do not relate directly to the Drawings; therefore, a Drawing Coordination Checklist is not included.
Reference material on this subject is limited. Occasionally, a local industry council will issue recommendations for local practice, and professional journals will devote a feature column to the subject.