As Built and Record Drawings

‘As built’ drawings are a clean set of the Contract Documents, usually a complete set of white prints, given to the contractor at the commencement of the project to be marked up with coloured pens showing hidden or buried items such as: plumbing, electrical, service, etc. that may or may not be depicted on the drawings. These items the owner, municipality, agent, or and any future contractor working on the site needs to know the exact location of. Secondly, contractors need to record any changes to the work made by the Owner; through theConsultant [architect / engineer]; the Contractor; or an individual trade involved in the Work. This could extend to the project manual [specifications] and specific material selections, most items are generically specified and noted on drawings where as an Owner, operator, future owner, building manager, or operator needs to know exactly what is there to service, maintain, follow up, and/or reorder compatible items during the life of the structure.

Historically ‘Record Drawings‘ were a consolidation of the ‘as built’ information, submitted by the Contractor at the end of the project; along with other Owner requested changes necessary for the accurate long term use of the facility. Compilation of this complete record set of documents representing the facility as constructed for the Owner’s use and reuse was completed by the Consultants team. These were usually seen as a set of reproducible mylars that could last as amended from time to time for the life of the building.

The ‘As Built’ component was an identified item on the Schedule of Values [breakdown of the Contract Price], like operations & maintenance manuals; commissioning of building systems, etc. These all could be reviewed during the regular progress draw meetings and claimed against as a percentage completion throughout the work if it could be so proven.

Up until the 1980’s it was a very easy and discrete process, now with the embracement of CAD, word processing, email, Internet, intranet, etc. anyone has access to everything. The previous formal roles could be combined; large corporate Owners want and need accurate record documentation. Complete and coordinated, as soon as, or earlier than completion; to enable them to work out a lot of their processes and function with the property manager, real estate people, leasing agents, etc.

We agree the Owner should be able to get a consolidated set of documents. The best way to achieve that depends on the team involved. Some issues to evaluate are the intellectual property of the Designer and the Drawings, the skill level of all the individuals involved in the work, the specific nature of the end product, it’s use & application as well as secondary uses.

For a moment lets consider the other type of submittals, required of the contractor at building Turn-Over: experience requirements, building commissioning, training, education, etc.

The distinct roles of the individuals are still there. The Contractor is responsible to complete a set of ‘As Built’ specifications & drawings; should the Owner accept these – o.k.; but it may be prudent to have them reviewed through the Consultant who worked with the Owner to develop the design, Contract Documents, review the construction, and assist with the occupation. The Consultant may be better qualified to assure compliance and coordination for the myriad of possible uses they could be put to. The notion that a GeneralContractor can complete this to the same degree without significant Consultants input may be too trusting of the system. 

The Ontario Association of Architects Practice Tip Practice Tip PT. 14 deals with this issue in some detail.