Record drawings

[ali hassan]

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:
• Transference of information from the contractor’s as-built drawings
• Incorporation of known site variants not shown on as-built drawings
• Incorporation of addenda into the originals
• Incorporation of change orders into the originals
• 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 & RESPONSABILITIES 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:

a- 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.

b- The Contractor may make a written request for copies of the
completed Record Drawings.


c- 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.

d- 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:

"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."

"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."