All too often, contractors do not have quality recordkeeping procedures. This can cause numerous problems, especially if issues are encountered during construction. Contractors often elect to create files for a specific project, which may contain subfolders for items such as contracts, submittals and correspondence. Unless company policy clearly states which information is to be placed into the project file, it is unlikely that all relevant information will be included. For example, as a project progresses, a project manager may use a work computer. At the close of the project, files created on the work computer may never be transferred to the project file. Equally problematic is including items in the project file that should not be included or that should be specifically identified, particularly e-mail.
E-mail has its benefits, but the sheer volume of correspondence can be difficult to manage. When problems are encountered on a project, the amount of correspondence will likely increase. If the problems are significant, the contractor may involve its attorney, even if this means simply having the attorney provide advice solely to the contractor. At this point, quality recordkeeping procedures are critical.