Chapter 4: Job Records


Section 1: Importance of Accurate Records

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Complete and accurate records are important for proper administration of all Contracts. Document all important information related to the performance of the work. Contract records provide the following and are required for legal purposes:

  • facts and details of all tests, inspections and work performed;
  • proof of and support for decisions, actions, and fulfillment of the Department's responsibilities; and
  • documentation of the Contractor’s compliance or noncompliance, with the Contract plans and specifications.

Maintain complete, clear and accurate records that provide documentation of Contractor delays, quantity variations, unacceptable work, quality of materials, surveying problems, and other points of contention. Complete documentation supports the Department’s position if a formal dispute or formal claim is made.

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Electronic Records

Computers and automation equipment may be used for the collection, storage, and retrieval of documentation generated for a Contract. Electronic collection and retention of records must be acceptable from an engineering, audit, and legal standpoint; therefore, any records system should allow for the reconstruction of the chain of events that occurs on a Contract. Records must meet the following requirements:

  • include information recorded at or near the time of the events,
  • include information recorded by or from a person with direct knowledge of the event,
  • be kept during the course of business,
  • ensure only authorized personnel enter information,
  • provide adequate backup and recovery to protect against information loss due to either human error or system failure,
  • prevent unauthorized alteration or erasure,
  • provide authorized users retrieval capability,
  • include adequate software programs and hardware dependency documentation (e.g. Primavera, SureTrak, SiteManager),
  • provide an accurate audit trail by indicating the steps followed in processing the data and the methods used to prevent loss of data, and
  • be stored on appropriate media.
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Handle all correspondence according to approved District practices.

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