What records do you need to support a claim?
You need records made at the time that show what happened, who caused it and what it cost. Contracts, instructions, programmes, diaries, timesheets and invoices are the core set.
The core records
- The signed contract and any amendments.
- Drawings with revision dates and the issue register.
- Instructions, RFIs and replies.
- Programmes and every update.
- Site diaries, photos and meeting minutes.
- Timesheets, plant logs, delivery dockets and invoices.
What makes a record useful
A record is strong when it is dated, made at the time and written by someone who saw the event. A note written months later is weaker than a diary entry from the day.
Photos should show a date. Emails should name the item they relate to. Cost records should be coded to the change, so you can add them up later.
Keeping them in order
Set up one place for each project where records are filed by date and by topic. Link each variation or delay event to its records as it happens.
Every Australian state and territory has its own security of payment law, and a payment claim must usually go in within a set period. For example, Queensland usually requires a payment claim within 6 months of the work or the contract time if shorter. Records that are ready let you meet that time.
Related answers
Questions
How long should I keep project records?
Keep them at least until the project is finished and all claims are settled.
Are photos on a phone enough?
They help if the date is shown. Back them up and link them to the event they show.
Need this done for your project?