ca   roles  and  responsibilities - 2- records​​
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The CA should keep accurate and accessible records. These records should include:

• Notes of site inspections: recording the date, time and duration of the visit; the weather, persons on site, progress and status of the works; any defects in workmanship and the action taken; and instructions given, particularly if verbal.
• Office files: collated so that information (letters, emails, notices, telephone notes, instructions, drawings etc.) can be easily found and tracked.
• Photographs: filed in a manner so that the location and date taken can easily be identified.

The CA should consider what further documentation is required to record actions and events that take place during the project and are relevant to the performance of the contractual obligations of all parties under the building contract.

The CA should, wherever possible, ensure that all records and documents in connection with the project are agreed between the parties and that there are no ambiguities or disagreements regarding the accuracy or authenticity of the information.

All records and other such documents should be identifiable in relation to the building contract with the date and name of the author clearly marked.

Upon completion of the contractual procedures the
CA’s records will need to be properly and safely
archived

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