Communication, Documentation, and Records
Document control and technical records
Communication, Documentation, and Records tests whether you can transmit technical information accurately and preserve evidence of decisions. Marks are often lost not on engineering theory but on revision control, authority, and traceability.
Core rules
- Every controlled document needs a unique identifier, title, revision, date, approval, and distribution list.
- Follow the contract's order of precedence for conflicts between drawings, specifications, and bills of quantities; if the order is unclear, issue a request for information (RFI) before proceeding.
- Record changes through a formal change order or approved revision; verbal instructions must be confirmed in writing.
- As-built records must reflect actual installation, including deviations, and be linked to inspection and test records.
- Technical reports should state objective, scope, method, results, uncertainty, conclusions, and limitations; retain raw data and calculations for the required retention period.
Worked example
A structural drawing at Revision C shows a 12 mm base plate, while the specification at Revision B requires 10 mm. The contract states that the specification governs for material and workmanship, but the drawing governs for dimensions. Because the conflict affects structural capacity, the engineer should not choose informally. Issue an RFI, document the governing clause and the design check, obtain a written response, and reissue the drawing as Revision D with the specification cross-reference updated. The RFI, response, and revised drawing form the audit trail.
Traps
Assuming the highest revision letter always governs; accepting undocumented verbal changes; distributing uncontrolled copies; and destroying records before the retention period expires.