CITY OF TSHWANE
METROPOLITAN MUNICIPALITY / PROC No: / SM-SAD-01
Revision no:: / 1 / SITE FILING SYSTEM
Page: / 1 of 3
Date revised:: / June 2001
1. /

SCOPE

This procedure details the method to be followed to ensure that all project related information is filed into the site filing system in a systematic, correct and orderly manner.
Note:For Part-time site supervision only
Where referred to the RE it is implied that the Engineer will be the responsible party.
2. /

RESPONSIBILITY FOR FILE INDEXING

2.1 /

Every on-site staff member

Responsible for the proper indexing and forwarding of all site related information to the site filing system.
2.2 /

Every off-site staff member

(a)Filing of site related information in the local office filing system; and
(b)Sending a copy of all information to the RE for site filing.
2.3 /

Resident Engineer

Verify the index before inserting the item in the file and updating the file contents list.
2.4 /

Engineer’s Project Filing System

The Engineer’s project filing system shall comply with an acceptable filing system except that he / she shall be allowed to keep the following files in his / her possession for the duration of the project:
  • MINMinutes
  • PAYPayment certificates
  • CLAClaims
  • CERTCC, CPC, FAC Certificates (originals)

3. /

INDEXING

The file index shall be as follows:
XXX/YYY/ZZZwhereXXX=Consultant project number.
YYY=Optional contract number (as in the contract document) in the event that more than one contract is active at the same time under the same project number.
ZZZ=Subfile index
The index shall be written in the bottom right hand corner of each loose page or in the appropriate block of the distribution block.
4. /

SUBFILE INDEX

For Part-time Site Supervision it is recommended that at least the filing index as indicated be included in the filing system held at the engineer’s office.
Index / Description / Part-time / Full-time
AMD / Site specific amendments / 
CERT / Certificates:Completion
Practical completion
Final acceptance /  / 
CLA / Claims /  / 
COR / Correspondence:General
Contractual
Technical /  / 
FAI / Failure reports and acceptance of work by concession / 
INS / Inspection reports /  / 
MIN / Minutes:Site minutes
Technical minutes
Etc. /  / 
ORG / Site organogram / 
PAY / Payment certificates and Financial matters /  / 
PRO / Programmes and progress reports /  / 
QMS / Quality related matters / 
QTY / Quantities:Calculations and records
Summary - interim and final /  / 
RES / Test results /  / 
SAF / Safety and accident/incident reports /  / 
SID / Site diary / 
STI / Site instructions and site instruction data sheets /  / 
SUR / Surveys and as-built data / 
TRS / Transmittal notes / 
VOD / Variation orders and Day-works /  / 
5. /

SEPARATION AND APPENDING OF DOCUMENTS

Each document shall be separately filed.
Care must be exercised not to append original documents to covering letters or reports. Copies must be used for this purpose.
6. /

CHRONOLOGICAL ORDER

All filing shall as far as practicable be filed in date order with the latest document to be filed as the top-most item in the file. Site instructions shall be filed in numerical sequence.
7. /

Micrography (If Required)

a)Index
All files shall have a micrography index on the inside, that is kept up to date.
b)Dispatch of filing for micrography at the end of a project
Both the RE and the Engineer shall collectively dispatch all files in their possession at the end of the project, to the Micrography section.
8. /

ABBREVIATIONS

RE - Resident Engineer
9. /

REFERENCE CONTROLLED DOCUMENTATION

9.1 /

Procedures

None
9.2 /

Forms

None
SM-SAD-01 Site filing system.doc