Harper James advises construction businesses on contract administration and disputes under the laws of England and Wales. Effective project recordkeeping provides an organised account of what was agreed, what happened on site, and how events affected cost, time and performance.
The project file should contain the signed contract, schedules, specifications, drawings, bills of quantities, programmes and insurance documents. It should also record variations, requests for information, design approvals, site instructions, payment applications, payment notices, pay less notices, extension-of-time notices and claims for additional cost.
Daily site records are particularly valuable. They should identify labour, plant, materials, weather, work completed, access restrictions, delays, defects, inspections and significant discussions. Dated photographs, delivery notes, timesheets, test results, meeting minutes and updated programmes provide supporting evidence. Each record should identify its author, date, location and connection to the relevant contract requirement.
A project should use a consistent document-control system with defined file names, version numbers and access permissions. The contract administrator should keep a register of instructions, notices, drawings, submittals, risks and outstanding actions. Verbal instructions should be confirmed in writing, with the date, issuer, recipient and effect on the works clearly stated.
Records should be created at the time of the event, rather than reconstructed after a dispute arises. They should distinguish fact from opinion and preserve the original document where possible. Emails, messaging-app discussions and marked-up drawings form part of the project record when they affect scope, timing, payment or responsibility.
A complete record allows the parties to assess entitlement under the contract. For example, a delay claim generally requires evidence of the relevant event, contractual notice, effect on the programme, mitigation steps and resulting loss. Payment records assist with applications, payment notices and adjudication under the Housing Grants, Construction and Regeneration Act 1996. Retention periods should reflect the contract, limitation periods, tax requirements, health and safety obligations and any ongoing dispute.