Record Drawings


The terms record drawings, as-built drawings are often confused or misused. Record drawings should not be mistaken for as-built drawings since their definitions are different as follows:


As-built drawings :are those prepared by the contractor as it constructs the project and upon which it documents all changes made in the original contract documents during the construction process, and show the exact dimensions, geometry, and location of all elements of the work completed under the contract. These drawings are typically turned over to the consultant or client at the completion of the project. Sometimes others named it as “as fitted” or “as installed” drawings.



Record drawings: are those drawings prepared by the consultant when contracted to do so. These are usually a compendium of the original drawings, site changes known to the architect and information taken from the contractor’s as-built drawings. It is the one that shows the final condition of the building


 


PURPOSE FOR “RECORD” DRAWINGS
  • Record drawings serve as a reference tool for future location and for inclusion within the Operations & Maintenance Manuals (O&M). 


DRAFTING INSTRUCTIONS FOR “RECORD” DRAWINGS
  • A copy of complete set of the As-Built drawings is to be utilized as the base sheets for the record drawings. 
  • The drawing numbers must remain the same as the originals & As-built for storage and retrieval purposes. 
  • The Construction Revisions block, must describe in adequate detail what was removed or changed. 
  • “Record” drawings must be stand alone documents and contain as much of the original information as possible plus all of the information concerning changes due to construction revisions. 


RESPONSIBILITY FOR “RECORD” DRAWINGS DELIVERY
A consultant, who is engaged for general review services for both code and non-code related work, should verify by letter to the Owner that the Work is complete and incorporate all changes onto to original drawings in the “Record drawings”.


PROCEDURES & RESPONSABILITIES FOR “RECORD” DRAWINGS

1- PROCEDURES & RESPONSABILITIES DURING CONTRACTING PHASE

  • Consultant should arrange with their clients prior to executing contracts as to requirements for record drawings at the close of the project. 
  • Consultant should be advising their clients that providing “record drawings” is an additional services and the appropriate cost should be included in their fees to the client. 
  • A consultant, who is engaged for general review, should discuss with his client at the outset of the project whether or not the client will require record drawings, the format required, the extent of detail and degree of accuracy in specific areas if required and whether these will include: 
  1. Transference of information from the contractor’s as-built drawings 
  2. Incorporation of known site variants not shown on as-built drawings 
  3. Incorporation of addenda into the originals 
  4. Incorporation of change orders into the originals 
  5. Incorporation of site instructions into the original 
  • A consultant, who is not engaged to provide general review services for both code and non-code related work, should advise their client that they are not in a position to prepare record drawings since they will not be aware of all changes during construction.



2- PROCEDURES & RESPONSIBILITIES AT COMPLETION
  • At completion of the project, The Contractor shall check all As- Built drawings and certify in writing on the title sheet of these drawings that they are complete and correct, prior to submission to the consultant. 
  • The consultant shall review the As Built drawings and verify by letter to the Owner that the Work is complete and incorporate all changes onto to original drawings in “Record drawings”. 


NOTES:
  • It is prudent to determine whether the client requires the consultant to generate the record set of drawings, how many copies will be required as well as the medium, prior to finalizing the Client/ consultant Contract rather than leaving it for discussion at the end of the project. 
  • The Contractor may make a written request for copies of the completed Record Drawings. 
  • Generally the consultant is responsible for producing the record drawings and should sign and seal them. It is also important that if the consultant did not personally observe and confirm the record conditions or have it done under his direct supervisory control and responsible charge, then he cannot sign and seal without clearly indicating the source of the information. The statement may be that the field changes noted is from mark-up drawings supplied by the owner or contractor. 
  • It is important that the Consultant not represent that the record drawings are claiming to be the way that the building was in fact constructed. The following sample statement placed on the record drawing illustrates this principle: 
  1. "The issuance of this record drawing is a representation by the architect that the construction, enlargement or alteration of the building is in general, as opposed to precise, conformity with the design prepared and provided by the architect, but is not a representation that the construction, enlargement or alteration of the building is in conformity with a design that has been prepared or provided by others." 
  2. "The revisions to these contract documents, reflecting the significant changes in the Work made during construction, are based on data furnished by the contractor to the architect. The architect shall not be held responsible for the accuracy or completeness of the information provided by the contractor." 


In the next topic, i will explain how the Numbering system for drawings be done. please, keep following.



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