Archiving files related to an item in a BoQ is a vital organizational process. It ensures the accurate and clear recording of all information concerning the item, from planning to execution. Proper archiving plays a critical role in:
Documentation: Recording all changes and developments related to the item.
Review: Facilitating the review process when needed.
Preserving Information: Ensuring no essential data is lost.
Legal Compliance: Meeting legal and regulatory requirements for project documentation.
1. Identifying File Types:
To maintain a comprehensive archive, include the following types of files:
Original BoQ: The original document containing the item's description.
BoQ Amendments: Records of any changes or modifications to the original BoQ.
Engineering Drawings: Detailed plans and designs of the item.
Material Specifications: Documentation of materials used and their technical specifications.
Inspection Reports: Reports on material and work quality checks.
Meeting Minutes: Notes from follow-up and discussion meetings.
Site Photos: Photographs documenting the item's execution phases.
Payment Certificates: Interim payment certificates related to the item.
Correspondence: All communications regarding the item.
2. Organizing Files:
Organized archiving ensures easy accessibility:
Create a Folder for Each Item: Assign a dedicated folder to each item for efficient access.
Subdivide by File Type: Divide the folder into subfolders based on file types (e.g., drawings, reports, payment certificates).
Logical File Naming: Use clear and logical names for files (e.g., Item_10_Drawings_Execution).
3. Choosing an Archiving System:
Paper Archiving: Store physical files in binders or folders.
Digital Archiving: Save files on a computer or cloud storage.
Document Management Systems (DMS): Use specialized software like SharePoint or Dropbox for advanced file management.
4. Ensuring Security:
File security is crucial in protecting sensitive project data:
Limited Access: Restrict access to authorized personnel only.
Backup Copies: Regularly create backups of all files.
Antivirus Protection: Use reliable antivirus software to safeguard files.
ISO 15489: Provides comprehensive standards for records management.
ISO 27001: Focuses on information security management.
Start Early: Begin archiving from the project's inception.
Regular Updates: Periodically update the archive with new files.
Periodic Audits: Conduct regular checks to ensure the archive is complete and accurate.
Informed Decision-Making: Provides quick and accurate information when needed.
Dispute Mitigation: Offers clear documentation of responsibilities and agreements.
Legal Compliance: Ensures adherence to applicable laws and regulations.
Institutional Memory: Preserves the project's history and lessons learned.
By implementing these best practices, archiving becomes an efficient and reliable tool for managing project documentation.