FILING SYSTEM

FOR CONSTRUCTION SITES

LEGEND: C - Client; H - Head Office; S - Site; D - Destroy
Documents to be archived
FILING BATCH 01 - CONTRACT
Completion of
During project
project
File No. File Name
C H S D C H S D
01/01 Copies of all signed sub-contracts * * *
01/02 Copy of Completion Certificates / Handover Certificates * * * *
01/03 Construction Programme * *
01/04 Correspondence (Memos, letters, faxes, etc.) (Internal & External) * * *
01/05 Minutes of all meetings * * *
01/06 Approved Project Quality Plan * * *
01/07 Copy of the signed Contract * * *
01/08 Site Instructions & Register (Original) * *
01/09 Site Queries / Request for information / Technical Queries & Register * *
01/10 Drawing Register *
Note: Registers that are available electronicaly need not to be in the files

FILING BATCH 02 - COMMERCIAL

During project Completion of
project
File No. File Name
C H S D C H S D
02/01 Exports & Import documents (Permanent & Temporary) * * * *

FILING BATCH 03 - COSTING

During project Completion of
project
File No. File Name
C H S D C H S D
03/01 Cost Reports * * *
03/02 Plant, Formwork & Equipment cost sheets * *

FILING BATCH 04 - ORDERS

During project Completion of
project
File No. File Name
C H S D C H S D
04/01 Copies of Purchase Orders * * *

FILING BATCH 05 - REQUISITIONS

Completion of
During project
project
File No. File Name
C H S D C H S D
05/01 Requisitions * * *

FILING BATCH 06 - CERTIFICATES

During project Completion of
project
File No. File Name
C H S D C H S D

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 06/01 Monthly Certificate (Site, Client) * * *
06/02 Monthly Client Invoice * * *
06/03 Dayworks * * *
06/04 Variation Orders * *
06/05 Subcontract Payment certificate * * *

FILING BATCH 07 - PERSONNEL

During project Completion of
File No. File Name project
C H S D C H S D
07/01 Site Organogram *
07/02 Positions & Responsibilities * * *
07/03 Staff Register * *
07/04 Training Programme / Schedule * * *

FILING BATCH 08 - HEALTH & SAFETY

During project Completion of
File No. File Name project
C H S D C H S D
08/01 Appointments / Responsible Person(s) * * *
08/02 Health & Safety Audit reports *
08/03 Toolbox Talks & Attendance Register *
08/04 Emergency plans & procedures * *
08/06 Risk Assessments * *
08/07 Incident Register, Investigation Reports & Stats. * * *

FILING BATCH 09 - ENVIRONMENTAL

Completion of
During project
project
File No. File Name
C H S D C H S D
09/01 Approved Environmental Plan * *
09/02 Environmental Incident Register, Reports & Stats. * * * *
09/03 Emergency plans & procedures * *
09/04 Environmental Checklists, Inspection reports, etc. *
09/05 Appointment of Responsible Person(s) * * *
09/06 Risk Assessments * *

FILING BATCH 10 - MANUALS & PROCEDURES

During project Completion of
project
File No. File Name
C H S D C H S D
10/01 SHEQ Manual *
10/02 All Quality Procedure Manuals *
10/03 SABS 1200 *
10/04 Operations Manual *
10/05 Project specific Method Statements * *
10/06 Project specifications *
Note: If the above documentation is available elctronically, hard copies are not necessary

FILING BATCH 11 - QUALITY ASSURANCE & QUALITY CONTROL

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 Completion of
During project
project
File No. File Name
C H S D C H S D
11/01 Quality System Audit Reports * *
11/02 Batch Plant Inspections * *
11/03 Corrective Action Reports & Non-Conformance Reports (Site) * * *
11/04 Calibration schedule and certificates *

FILING BATCH 12 - QA DATA DOSSIERS

During project Completion of
File No. File Name project
C H S D C H S D
Shall include the approved Index Page by the Engineer
12/01 QA Data Dossiers * *

FILING BATCH 13 - LABOUR

During project Completion of
project
File No. File Name
C H S D C H S D
13/01 Wage Sheets * * *
13/02 Contracts of Employment * * *

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 CONSTRUCTION SITE FILING SYSTEM MATRIX

HOW TO USE THE MATRIX

NOTE: The filing system must be set up and controlled from a central location on site.

The batch number is for a specific

group of documents, e.g. contract,
commercial, costing, etc.
Defining the meaning of Colour coding can be used to make
letters – ‘C, H, S & D’. batches it easier to identify.

LEGEND: C - Client; H - Head Office; S - Site; D - Destroy

BATCH 01 - CONTRACT
Before start of Completion of
File # File Name During project
project project
C H S D C H S D C H S D
01/01 Tender and pre-tender correspondence X X X
01/02 All Sub Contracts X X X
01/03 Completion Certificates X X X X

These file numbers are to
identify a file and relate it to a
specific batch.
File numbers must be displayed
on the side of the file when
standing upright in a cupboard or
shelve.
This section prescribes the
file names. You can have
more than one set of
documents in one file. File
names must be displayed on
the front cover of the file.
The ‘X’ indicates where the
documentation shall be available during
the lifespan of a project. For example - if
a ‘X’ is under ‘S’, the documentation in
line with the ‘X’ in the “File Name”
column, shall be readily available on site
at all times.