Page 160 - Civil Engineering Project Management, Fourth Edition

The resident engineer’s office records
145
General files (Series 1–9)
1. Employer (including copies of letters sent by the engineer to the employer).
2. Monthly progress reports to employer – drafts sent to the engineer; and
copies as sent by the engineer to the employer.
3. Meetings file – second copy of notes of meetings on site with employer,
engineer, or others, in date order (from files 1, 10 and 11).
4. Planning authorities, etc.
5. Road authorities and public utilities.
6. Miscellaneous, for example, re telephone, visitors to site, etc.
7. Staffing – re appointment of inspectors, office staff, etc.
8. Miscellaneous (personal) – RE’s personal correspondence relating to the job.

Head office (Series 10–19)

10. Engineer – correspondence with.
11. Specialist advisers – correspondence with other advisers (e.g. geologist,
landscape architect, etc.).
12. Informal memos to designers – copies of notes sent to colleagues in the engin-
eer’s office (though most correspondence should be through the engineer).
13. Test certificates, etc.
14, 15,…, etc. Other special subjects as required.

Separate supply contracts and sub-contractors (Series 20–29)

20. Supply contractor A.
21. Supply contractor B.
22. Supply contractor C, etc.
23. Nominated sub-contractors/suppliers.

Main contractor (Series 30–39)

30. Contractor’s head office – copies of letters sent by the engineer to the
contractor (the RE would not normally send any).
31. Contractor’s agent – excludes Instructions File 32.
32. Instructions to contractor.
33. Applications for interim payment from main contractor (a bulky file).
34. Engineer’s interim certificates and correspondence thereon.
35/1. Variation Orders – Passed (copies as signed by engineer).
35/2. Variation Orders – Drafts as sent to engineer, or Pending.
36. CVIs from contractor (see Section 13.3).
37/1. Claims – Pending or Rejected.
37/2. Claims – Settled.