·
Filing Details : -
1. A list of files should be displayed on the
cupboard with file numbers and name of the file.
2. File numbers and coding should be standardized and
universal to all the sites of the organization, to facilitate controlling the
records by Head Office in an easy and systematic manner.
3.
Following are the heads and file numbers as a
guide line to maintain records at the site office.
¨
Quantity Estimation & Costing File (
Building Wise)
¨
General Estimation & Costing File
¨
Technical Data File
¨
Planning / Programming & Bar Chart File
¨
Project Specification File
¨
Circular File
¨
Minutes Of Meeting File
¨
Work Orders/Quotation File
¨
Clarification/Visit Report File
¨
Requisition File (Duplicate)
¨
Pending Requisition
¨
Extra Amenity File
¨
Accidents Report File
¨
N.O.C. File
¨
Test Report File
¨
Slab Casting Report File
¨
Machinery Report Fule
¨
Electricity/Water Meter/ Telephone Bill File
¨
I.O.C. File
¨
D.P.R. File
¨
Cement & Material Consumption Reports
¨
Excess Material List
¨
Monthly Progress Statement
¨
Contractor’s File
¨
Record Drawing File
¨
General File
·
OTHER RECORDS TO BE MAINTAINED
1.
Drawings
¨ All drawings should have an approval stamp with
the signature of the sanctioning authority.
¨
Each Drawing should have two sets placed in
plastic sheet.
¨
One set should be attached to the main folder.
Ø
Architectural Drawing-Folder No 1
Ø
R.C.C. Drawings-Folder No 2
Ø
Plumbing Drawings-Folder No 3
Ø
General Drawings-Folder No 4
¨ A list of all Drawings in each folder should be
displayed.
¨ This folder will be referred to only at the site
office and during the visit of Directors/Consultants.
¨ The other set should be used for reference purposes
for actual work by contractors and engineers etc.
¨ These sheets should also have the same number
coding as per the drawings in the main folders.
¨ The coding number should be attached to the
corner of each drawing enclosed in a plastic sheet.
2. STATIONERY- Indents for stationery requirements
should be sent in advance to the Head Office and should be collected from Head
Office.
3. REPORTS- Various reports are required to be
filled in at the site and sent to the Head Office through the project in charge.
4. VISITORS RECORD REGISTER- Names of all the visitors
whether for enquiry of flats or those who have already purchased flats etc.
should be entered by the security guards. These entries should also include the
time, addresses, and telephone numbers, followed by the signature of the
visitors. A weekly list of these entries should be sent to the sales department.
5. WATCHMAN’s NOTE BOOK-Security guards should
maintain a 200 page note book to enter all the materials received/transferred
outside at the site. After checking these entries with the storekeeper at the
end of the day, they should be re-entered in the watchman’s report.
6. STOREKEEPER SHOULD KEEP THE FOLLOWING RECORDS-
·
Material Issue Book
·
Watchman’s Report
·
Block Manufacturing & Consumption Details
·
Key Register to record all the key numbers of
locks used for different purposes
·
Stock book for group wise entries
·
Cash purchase register to record entries of all
cash purchase, along with details like bill, vouchers, challans etc.
·
Non consumable Item Book
·
Consumable Item Book
·
Cement Book
7.
ENGINEER SHOULD KEEP THE FOLLOWING RECORDS
·
A separate note book during working
·
Department labour muster
· R.C.C work register for regular entry of all R.C.C
work including consumption of cement.
· Individual building progress during the
finishing stage in which, flat wise records should be maintained.
· Tile fixing register with details of tile fixing
each coat polishing details, certification regarding work completion etc.
· A note book to note down the Director’s/Chief
Engineer’s/ Consultant’s instructions regarding the work during their site
visits.
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