On the record

When people think about construction, they usually picture crews in the field, heavy equipment moving earth, or concrete being poured. What often gets overlooked is the amount of documentation required behind the scenes to keep a project moving, maintain compliance, and protect funding.

As a construction recordkeeper with over 40 years of experience in the transportation construction industry, all of which have been spent on projects in Texas, I've seen firsthand how critical record keeping is to project success. 

I've worked on a variety of construction project types across Texas, and one thing has remained consistent throughout my career: Good record keeping protects the project, the client, and the general public.

Many people think record keeping is simply filing paperwork. In reality, it's much more than that. My role is to provide a clear, accurate picture of every element within a construction project through daily, weekly, and monthly documentation. That includes collecting inspection reports, reviewing invoices, tracking material deliveries, monitoring compliance requirements, and ensuring the records are accurate and complete.

Accurate recordkeeping may happen behind the scenes, but it is often a critical factor in keeping construction projects moving swiftly and efficiently. 

Materials and people

Two of the most critical components of any construction project are the materials that make up the infrastructure and the people responsible for bringing it all together. A key part of our role is working to make sure both are used properly and meet all project requirements.

Whether it's reinforced concrete pipe, storm sewer components, steel products or other construction materials, we have to verify those products come from certified and approved suppliers. We collect and review documentation to confirm materials meet requirements and, when federally funded projects are involved, comply with Build America, Buy America (BABA) requirements.

Every piece of material installed on a project has a paper trail. If we don't have the proper documentation, we can't confirm where it came from or whether it meets project requirements. Our team works continuously with contractors to obtain that information and keep records current, especially when materials are being paid for on monthly estimates.

Record keeping also extends far beyond materials. We monitor environmental documentation, labor compliance, payroll submissions, Requests for Information (RFIs), submittals, and contractor performance requirements. We track payrolls for prime contractors and subcontractors to ensure they are submitted and reviewed in a timely manner. We also monitor programs such as Disadvantaged Business Enterprise (DBE) participation and verify that payments are being made appropriately.

This isn't something one person accomplishes alone. It's a team effort. Field personnel gather information and perform inspections, and I conduct final reviews to ensure everything is properly documented and compliant. Every member of the team plays an important role in building the project's record.

Another significant responsibility is managing documentation associated with change orders. Nobody likes change orders, but on large transportation projects, they are inevitable. Our goal is to minimize their impact on the project timeline.

A project valued at $200 million can generate a substantial volume of changes throughout construction. Each one requires detailed research, pricing reviews, and extensive supporting documentation before it can be processed and approved. Even a single change order worth several million dollars can involve a tremendous amount of coordination and record keeping. 

Impacts of poor record keeping

So, what happens when record keeping isn't done properly?

For one, schedules can be affected and costs can increase. Missing documentation creates delays because questions have to be answered before work can move forward or payments can be processed. Inadequate records can also create major compliance issues.

On federally funded projects, documentation requirements are especially strict. If we cannot verify that materials came from approved producers and comply with state and federal requirements, such as the Build America Buy America Act, funding could be jeopardized. Proper documentation is essential to demonstrate compliance with all project requirements. Without it, agencies may be unable to validate eligibility for funding, creating the potential for project delays, work stoppages, and significant schedule impacts that could set a project back by months or even years. 

Overlooked skill, integral value

Record keeping should never be viewed as an afterthought. It is a critical component of construction management. Good documentation helps maintain project compliance, supports funding requirements, provides transparency and protects everyone involved — from the owner and contractor to the taxpayers funding the work.

After four decades in this industry, I've learned that successful projects are built on more than concrete, steel, and asphalt. They're built on accountability, attention to detail, and a commitment to maintaining accurate records every step of the way.

The work may happen behind the scenes, but the value it brings to our clients and projects should not be overlooked.