· 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
¨ 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.