Chapter 4: Job RecordsAnchor: #CIHBGJED
Section 1: Importance of Accurate RecordsAnchor: #b040001
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 documentation of the following and are required for legal purposes:�
- facts and details of all tests, inspections and work performed�
- proof of and support for the decisions, actions, and fulfillment of the department's responsibilities
- documentation of the contractor’s compliance or noncompliance, with the 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 claim is made.Anchor: #b040002
Use this manual as a guide to develop a record-keeping system. In addition, the Estimates Manual is also available as a guide for the development of a record-keeping system.Anchor: #b040003
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:
- information recorded at or near the time of the events
- information recorded by or from a person with direct knowledge of the event
- 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� (i.e. Primavera, SureTrak, SiteManager, etc.,)
- provide an accurate audit trail by indicating the steps followed in processing the data and the methods used to prevent loss of data and
- store on appropriate media.
Handle all correspondence according to approved district practices.