As Built Documentation for General Contracting
As Built Documentation defines how the final built conditions of the project are captured, organized, and delivered at the end of construction. It ensures that changes from the original design are accurately reflected on record drawings, models, and related documents so future maintenance and renovations can be done safely and efficiently. The process covers field redlines, trade as-builts, digital updates, and formal acceptance by the design team and client. When followed, the result is a clear, accurate representation of what was actually installed, not just what was originally planned.
Define as-built documentation requirements and standards
Step 1: Review contract, specifications, and client requirements
Read the contract, general conditions, and closeout sections of the specifications to identify all as-built requirements (for example, “marked-up prints,” “CAD files,” “BIM model,” “PDF set”). Note required formats, levels of detail, and any deadlines tied to payment or retention release.
Step 2: List required as-built components
Create a list of everything that must be included: architectural record drawings, structural, mechanical, electrical, plumbing, fire protection, low-voltage, site utilities, and any specialty systems. Include whether each discipline requires drawings, schematics, or both.
Step 3: Define minimum content standards
Write down what must be shown on as-builts, such as actual equipment locations, valve and cleanout locations, major routing changes, sizes, elevations, and hidden elements like underground utilities. Make it clear that “as-built” is not just “as-designed stamped again.”
Step 4: Determine required formats and file types
For each discipline, specify whether deliverables must be in PDF, CAD (with version), BIM, or a combination. Note any layering, color, or title block requirements, and whether native files must be turned over.
Step 5: Document standards in a simple as-built guideline
Create a short guideline document that summarizes all of the above in plain language. Keep it to a few pages so field staff and subcontractors will actually read and use it.
Step 6: Review standards with project management and key subcontractors
Meet with the project manager, superintendent, and major trades to walk them through the guideline. Adjust any unclear points and confirm that everyone understands what will be required at closeout.
Set up as-built file structure and naming conventions
Step 1: Create a dedicated as-built folder in the project system
In your project file system or project management software, create a top-level folder called something like “As-Builts” with subfolders for each discipline (Architectural, Structural, Mechanical, Electrical, Plumbing, Fire Protection, Site, Low Voltage, etc.).
Step 2: Define file naming conventions
Establish simple, consistent file names that include project ID, discipline, sheet number, and version (for example, “1234_A-A101_AsBuilt_v1.pdf”). Document these rules so everyone creating as-builts follows the same pattern.
Step 3: Set version control rules
Decide how you will manage versions (for example, v1, v2, Final). Require that superseded versions be moved to an “Archive” subfolder rather than deleted, and clearly label final accepted versions as “FINAL.”
Step 4: Configure access and permissions
Work with your IT or system admin to ensure the as-built folders can be accessed by those who need them (PMs, field engineers, BIM/CAD staff) but protected from casual editing by others. This reduces accidental overwrites.
Step 5: Create placeholders or templates for key sheets
If you know which sheets will require as-built versions, create empty file placeholders or templates in each discipline folder. This provides a visual checklist of what will be needed at closeout.
Step 6: Communicate structure and rules to the project team
Share a brief overview of the folder structure and naming rules with all project staff and relevant subcontractors. Show them where to upload draft as-builts and how to label them correctly.
Train project team and subcontractors on field redline process
Step 1: Explain the purpose of field redlines
Hold a short meeting with foremen and field staff to explain that redlines record what actually gets built, especially items that are concealed (pipes in ceilings, conduits in slabs, buried utilities). Emphasize that this information is important for future service calls and renovations.
Step 2: Issue printed or digital baseline drawings for redlines
Provide each trade with a printed set of key drawings or tablets with digital copies that are designated as “Field Redline Set.” Make it clear that this is the only set they should mark up to avoid scattered notes.
Step 3: Demonstrate how to mark changes clearly
Show examples of good redlines: clear lines showing revised routing, notes with new sizes or elevations, and crosses through deleted items. Ask trades to mark date and initials next to significant changes.
Step 4: Set expectations for update frequency
Tell trades how often redlines must be updated (for example, weekly or at the completion of specific phases) and when they must submit copies to the GC (for example, at each pay application or monthly).
Step 5: Clarify responsibility for keeping redlines current
State clearly that each subcontractor is responsible for maintaining their discipline’s redlines and that incomplete as-builts may delay final payment or retention release per contract.
Step 6: Document process in a brief handout
Summarize redline expectations in a one-page handout and distribute it. Post a copy in the job trailer so new foremen or staff can quickly understand the process.
Collect and review field redlines and markups regularly
Step 1: Set a recurring collection schedule
Decide how often you will collect updated redlines (for example, monthly, or at completion of rough-in and again at trim). Put these dates in your project calendar and remind trades a few days in advance.
Step 2: Receive redlines from each trade
On the scheduled dates, ask each subcontractor to turn in their updated redline drawings (either scanned PDFs, digital markups, or marked paper sets). Check that they’ve submitted all relevant sheets, not just a few pages.
Step 3: Review redlines for clarity and completeness
Skim through each set to confirm that major changes are marked, notes are legible, and locations of hidden items like valves and junction boxes are noted. If the markup is obviously incomplete or messy, return it to the trade with specific guidance on what’s missing.
Step 4: Verify that changes match known field conditions
Compare redlines to what you see in the field, especially in areas where you know changes were made (for example, rerouted ductwork). If you see discrepancies, flag them and discuss with the foreman.
Step 5: Log receipt and quality of each submission
Maintain a simple log noting when redlines were received from each trade and whether they were acceptable or needed rework. This helps track who is keeping up and who is falling behind.
Step 6: Store accepted redlines in the as-built folders
Save reviewed and accepted redlines in the appropriate discipline subfolders under a “Redlines” or “Source” subfolder. This keeps the raw information organized for later use in creating final as-builts.
Update digital drawings/models with approved changes
Step 1: Assign responsibility for digital updates
Decide who will be responsible for updating each discipline’s drawings or models (for example, in-house CAD staff, BIM coordinator, or the subcontractor’s drafting team where contractually required). Document this in your as-built guideline.
Step 2: Gather latest design files and redlines
Collect the most recent design CAD/BIM files and the latest accepted redlines for the corresponding sheets or models. Verify file versions so you don’t overwrite newer design updates with older files.
Step 3: Enter changes systematically
Work through each sheet or model one area at a time, applying all marked changes: shifting equipment locations, updating pipe and duct routes, revising panel schedules, and adjusting annotation to match reality. Follow your naming and layering standards as you go.
Step 4: Note assumptions or unresolved questions
If a redline is unclear or conflicts with what you know was built, make a note and reach out to the relevant foreman or project manager for clarification before guessing. Avoid inventing information that is not supported by field conditions.
Step 5: Perform a basic self-check of updated files
After applying all changes, review the updated drawing/model yourself to make sure it looks coherent—no overlapping symbols, labels in the wrong place, or missing connections. Correct obvious drafting errors before sharing it.
Step 6: Save updated files in the as-built structure
Save the updated drawing/model in the appropriate as-built folder with the correct file name and version (for example, “…_AsBuilt_v2”). Move the previous working version to the archive subfolder if it has been superseded.
Verify as-built changes against field conditions
Step 1: Select representative areas and systems to check
Choose a mix of typical and complex areas (for example, a standard guest room, a mechanical room, a main corridor) and key systems (MEP, fire, low voltage) for verification. You don’t need to check everything, but you should sample enough to build confidence.
Step 2: Bring as-built drawings/models to the field
Print relevant sheets or load the updated model onto a tablet. Make sure you’re using the latest version, not an older copy sitting in your email or downloads.
Step 3: Compare drawings to actual installations
At each selected location, visually compare equipment and routing to what the as-built shows. Check items like valve locations, panel numbers, duct routes, device placements, and significant offsets from original design.
Step 4: Note discrepancies clearly
If something in the field does not match the as-built, write down the discrepancy with exact location and take photos for reference. Distinguish between minor acceptable deviations and important differences that should be documented.
Step 5: Clarify which is correct: field or drawing
If you find a mismatch, determine whether the field installation is correct (but the drawing is wrong) or if the installation itself is non-compliant with the design. Coordinate with the project manager if there is any doubt.
Step 6: Update as-builts and re-check if needed
For cases where the field condition is correct but not documented, update the digital as-built files. If discrepancies are widespread, expand your field verification sample and repeat checks until you’re confident the set is accurate enough for turnover.
Coordinate trade-specific as-built submissions (MEP, low voltage, etc.)
Step 1: Create a tracking log for trade as-builts
Set up a simple log listing each subcontractor, required as-built deliverables (drawings, schematics, O&M references), format, and due date. This log will show at a glance who has submitted and who is outstanding.
Step 2: Send formal as-built request to each trade
Issue a written request (email or letter) to each subcontractor detailing what as-builts they must provide, where to upload them, and the deadline. Reference the contract and your as-built guideline where applicable.
Step 3: Follow up before and after due dates
A few days before due dates, remind trades of the upcoming deadline. After the date passes, update your log to reflect who is on time and reach out immediately to those who have not submitted.
Step 4: Review trade submissions for completeness and format
When a trade submits as-builts, quickly check that all required sheets and documents are included, file names follow your conventions, and formats are as specified (for example, correct CAD version, PDFs unlocked but not editable).
Step 5: Return incomplete or incorrect submissions for correction
If submissions are missing pieces or do not meet standards, provide clear, specific feedback on what needs to be fixed and a new due date. Avoid accepting sloppy as-builts that you will struggle to integrate later.
Step 6: Store accepted trade as-builts in the master folder
Move acceptable trade as-built files into the appropriate discipline folders in your as-built structure. Mark them as “Received/Reviewed” in your tracking log so you can see overall progress.
Compile complete as-built drawing set and associated documents
Step 1: List all sheets and documents required in the final set
Using the original drawing index and contract requirements, create a checklist of all sheets that should appear in the as-built set by discipline. Add required supporting documents like riser diagrams and single-line diagrams.
Step 2: Insert updated as-built sheets into a master set
Combine updated architectural, structural, and MEP as-built sheets into a single PDF and/or drawing set, maintaining original sheet order and numbering. Do the same for models if the project requires a federated as-built model.
Step 3: Include key supporting diagrams and schematics
Add updated riser diagrams, one-lines, and system schematics that reflect actual conditions. Make sure they are clearly labeled as “As-Built” and match the sheet index where applicable.
Step 4: Bundle related documents such as legends and notes
Ensure that any general notes, legends, and typical detail sheets needed to interpret the as-builts are included. If some details were not used, they can remain as part of the set as long as they are not misleading.
Step 5: Create a table of contents or cover sheet for the package
Add a simple cover sheet or index at the front of the package listing what is included, by discipline and sheet range. This helps the owner and future users quickly understand the structure of the set.
Step 6: Perform a final spot-check for obvious gaps
Before sending the package out for review, skim through the combined set to check for missing pages, duplicated sheets, or obvious formatting issues (upside-down pages, poor resolution).
Obtain architect/owner review and acceptance of as-builts
Step 1: Submit draft as-built package for review
Send the compiled as-built set (and model if applicable) to the architect and client in the agreed format. Clearly label it as “Draft As-Built for Review” and note the submission date.
Step 2: Request specific feedback and timeline
Ask the architect/owner to review the set for completeness and major errors, and to provide feedback by a specific date. Clarify that this is not a re-design review, but a confirmation that as-builts reasonably reflect built conditions.
Step 3: Track comments and requested changes
When feedback arrives, log comments in a simple table noting sheet, comment, and required action. Distinguish between true errors and optional preferences, and coordinate with the project manager on how to handle each.
Step 4: Update as-builts based on agreed comments
Make necessary corrections to drawings or models in response to accepted comments. Follow your version control process and save new versions in the as-built folder, updating the cover sheet or index if needed.
Step 5: Resubmit revised as-builts and confirm acceptance
Send the revised package back to the architect/owner, highlighting where changes were made. Request written confirmation (email or letter) that the as-builts are accepted as final.
Step 6: File acceptance documentation with closeout records
Save acceptance emails or sign-off letters in the project’s closeout folder with the final as-built set. Note the acceptance date in your internal tracking so finance and leadership know this requirement is complete.
Archive as-built documentation in company and client systems
Step 1: Create a final “As-Built – FINAL” folder
Within your project structure, create a clearly labeled folder for final accepted as-builts (for example, “As-Builts/FINAL”). Move only the accepted, architect/owner-approved versions into this folder.
Step 2: Save all required formats
Store all required formats in the final folder: combined as-built PDF set, native CAD/BIM files if contractually required, and any discipline-specific files like GIS or utility records. Ensure each file uses the agreed naming convention.
Step 3: Back up data according to company policy
Verify that the as-built folder is included in your company’s backup system. If your process includes external backup (for example, cloud plus on-premise), ensure both are active for this project.
Step 4: Provide as-builts to the client per agreement
Deliver the as-built package to the client in the agreed formats and media (for example, electronic transfer, secure portal, USB drive). Confirm receipt and that files can be opened on their systems.
Step 5: Document where as-builts are stored
In your closeout summary or project completion report, note the exact locations (path and system) where as-builts are stored internally and any client-specific repository details. This helps future staff locate them without hunting.
Step 6: Restrict further changes to final as-builts
Once archived, change permissions so final as-built files are read-only for most users. If a later project phase needs modifications, require that new work be documented separately rather than overwriting historical records.
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