First, what Are Construction Documents?

Construction documents are detailed instructions provided by architects to contractors to facilitate the construction of a design. These documents include a combination of drawings, specifications, schedules, and contracts. They serve as technical guides for construction and legally binding agreements, ensuring all parties involved understand the requirements and expectations.

Construction documents are typically divided into a permit set and a construction set. The permit set is used to obtain regulatory approval and verify compliance with building codes. The construction set provides contractors with detailed instructions for materials, methods, and building systems. Both sets must align to ensure the final structure adheres to the approved design.

What Is the Purpose of Construction Documents?

Construction documents translate architectural designs into actionable plans for construction. They specify the methods, materials, building systems, and components required for the project. These documents ensure the accurate implementation of the design and serve as legal agreements outlining responsibilities among stakeholders.

Construction documents are used to secure permits, coordinate work among contractors and consultants, and maintain compliance with codes and regulations. They provide clarity and reduce ambiguity, facilitating the efficient execution of construction projects.

Common Types of Construction Documents

Construction projects require a variety of documents to ensure coordination and compliance. Below are 15 commonly used construction documents, listed with their functions and roles in the construction process:

1. Drawings

2. Specifications

3. Construction Agreement

4. Scope of Work (SOW)

5. General Conditions

6. Change Orders

7. Bill of Quantities

8. Cost Estimate

9. Construction Schedule

10. Submittals

11. Schedule of Values

12. Requests for Information (RFIs)

13. Inspection Reports

14. Special Conditions

15. Safety Reports

What are some best practices for managing Construction Documents?

Effective management of construction documents is critical to project success. Recommended practices include:

• Centralized Storage: Store all documents in a single source of truth that all relevant parties have access to in order to keep everyone on the same page and make finding the right information easier.

• Standardization: Use uniform templates and naming conventions so that project participants don't need to go searching through drives to find the right file.

• Version Control: Implement a system or process to track revisions so that it's clear everone is working with the most up-to-date information.

• Team Training: Provide all team members with clear guidelines for accessing, updating, and utilizing the construction documents.

What should I check when performing QA/QC on CDs?

• Address Unresolved Issues: Review and resolve any outstanding matters from earlier design phases to ensure continuity in project documentation.

• Update Project Schedules: Confirm and revise completion dates in collaboration with the project team and the Owner to reflect the current timeline.

• Compile Required Documents: Identify all necessary construction documents, including drawings, specifications, and contracts, along with their respective due dates.

• Ensure Regulatory Compliance: Coordinate with jurisdictional agencies to review documents for adherence to local codes, zoning laws, and regulatory requirements.

• Coordinate Team Contributions: Align all deliverables from project stakeholders, including consultants, ensuring integration across disciplines.

• Standardize Document Formats: Develop consistent formats for title blocks, sheets, specifications, and schedules to streamline review and usage.

• Conduct Code Compliance Reviews: Evaluate the project design for conformity with relevant building codes and standards before submission.

• Finalize Delivery System: Determine the appropriate method for distributing construction documents to relevant parties.

• Obtain Owner Approvals: Confirm that the Owner has reviewed and approved all design and consultant elements, including cost estimates and project details.

• Review and Approve Bidders: Verify potential bidders with the Owner to ensure alignment with project requirements and expectations.

• Prepare Drafts for Review: Print scaled drafts of all construction documents for review by stakeholders to identify any necessary adjustments prior to finalization.

• Obtain Professional Seals: Ensure that licensed Architects and Engineers have stamped and signed all required documents to validate their compliance and authenticity.

• Submit Finalized Documents: Deliver the completed construction documents package to the relevant agencies and stakeholders for permitting, bidding, or execution.