Set Up Reference Systems

Set up basic system

  1. Project identifiers assigned: project name, number, symbol
  2. Project name agrees with name on owner-architect agreement
  3. Project number is next sequential number in series
  4. Project number format is self-organizing when sorted: 00001, 2004_0001
  5. Project symbol conforms to office standard: short, unique, easy to remember
  6. Contact database set up: client info, project info, consultant info, bidder info, contractor info
  7. Directory structure set up for computer files: drawings, specifications, correspondence, photos

Set up filing systems

  1. Filing system set up for materials produced in-house during design: contract agreements, correspondence, memos, meeting minutes, phone records, photos, cost estimates, drawings, sketches, specifications, log forms
  2. Filing system set up for materials produced in-house during construction: correspondence, memos, meeting minutes, phone records, construction photos, construction reports, log forms, punch lists, RFI responses, change orders, certificates of completion
  3. Filing system set up for materials provided by owner: correspondence, surveys, soil reports, sketches, environmental reports, program requirements
  4. Filing system set up for materials provided by consultants: correspondence, sketches, drawings, specifications, reports
  5. Filing system set up for materials provided by outside agencies: agency requirements, code requirements, design-review requirements, correspondence
  6. Filing system set up for materials provided by bidders: correspondence, bid forms, proposals
  7. Filing system set up for materials provided by contractor: construction contract agreements, correspondence, bid forms, proposals, schedules, cost breakdowns, insurance certificates, subcontractor lists, building permits, shop drawings, samples, product data, payment applications, change order requests, requests for information, punch lists, lien releases
  8. Filing system set up for materials provided by others: correspondence, product literature, material samples, research reports

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