Drawings Register

Ideally , all the details of works and particular notes should be quoted on the construction drawings at the tender stage or at least at commencement of works , however it rarely can be achieved . Sometimes the full set of construction drawings are even not yet finished at time of awarding the contract . Thus the Engineer / Architect will usually issue a series of working drawings during the construction period or amend and supplement details to the tender drawings from time to time for construction .

While the contract price is based on the bills of quantities taking off from the tender drawings , this practice may incur additional or variation work to the contractor and subsequently affects the works programme and progress . In view of this situation , a detailed drawings register must be kept and maintained for commercial purpose .

The drawings register should include at least the followings : -
a) Date and time of receipt ;
b) Drawing number ;
c) Revision number ;
d) Drawing title ;
e) Purposes of Issue eg. for construction , for information or for tender ;
f) Accompany document reference eg. Site Instruction ( SI ) , Drawing Amendment Notification ( DAN ) , Variation Order ( VO ), transmittal , correspondence , etc.

Receipt of Drawings

After the award of contract , the Engineer will issue construction or working drawings via its site representative to the contractor for execution of work . These construction drawings at receipt should be well dated and documented . A log book and a standard chop should be prepared for onward registration . The key personnel should try to explore any interface problems between the adjacent main contract and inform the Engineer for solution if applicable . Copies of these received drawings are then prepared for in-house allocation and sub-contract purposes . Further receipt of drawing revisions shall be updated , registered and maintained in a traceable manner for reference .

It is recommended that every drawing and sketch received to be registered with date and transmittal reference. This data is often critical for tracing back any design related delays or disruptions.