As-built documentation

As-built documentation is not the same as the final set of ‘Issued For Construction’ which may not align with the actual built condition. The ‘Issued for Construction’ documentation may be varied by site conditions, replacement of materials or modification of details. As-built documentation should reflect any changes in documentation issued during the construction process.

The purpose of as-built documentation is to provide a true and accurate record of the built condition at the completion of construction. Given that the complexities of construction projects often mean they are difficult to execute exactly as initially planned, as-built documentation plays a crucial role in establishing that the construction project has been executed in its entirety and in accordance with relevant requirements. As-built documentation also has importance in providing a blueprint of the completed structure for the purposes of operation, maintenance and future works.

Types of as-built documents

The key descriptor of an as-built set of documentation is that the documentation is a record of the building as constructed, meaning that it is a complete and accurate description of the entire building project and its services at the conclusion of construction.

The documentation typically includes:

• a set of documents of the structure, services and finishes in the building showing the final layout and arrangement of all building components
• a set of manuals describing operation and maintenance requirements for the materials and services.

As-builts may be provided in hard copy, electronic or Building Information Model (BIM) format depending on the agreement and final intended requirements of the documentation.

The documentation needs to be in a format that can be:

• accessed easily over time - therefore of a lasting permanent format, of a non-degradable composition and capable of storage in perpetuity
• readily and securely accessed
• an electronic format such that it can be used as the basis of future work on the building.

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BIM Level of Development (LOD) 500 – As-built final model

Typically, as-built documentation is provided in an electronic format to achieve long term secure access to the documents, and to provide ongoing information for facility and building management. These electronic formats can be an extension of the format used to document the contract works. The most commonly used BIM formats prescribe in detail the scope and protocols for as-built documentation as (LOD) 500.

Depending on the specific needs of an as-built BIM, LOD 500 may not be required and lower LOD levels may suffice. It is best to determine the specific needs of an as-built model at the beginning of the project and agree these with the client.

An LOD 500 Building Information Model is defined as a ‘field verified representation’ and contains the actual size, number, location and material of constructed elements. It may also include asset tagging with metadata such as installation date, maintenance requirements and comments from contractors, etc which are further used for facilities management after the construction project handover. Asset tagging is an added advantage of using the COBie parameter. COBie is Construction Operations Building Information Exchange, a United States-originated specification relating to managed asset information including space and equipment. It is closely associated with building information modelling approaches to design, construction and management of built assets.

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Record copies vs as-built documents

A ‘record copy’ typically refers to a final version of documents, plans, drawings, specifications or other project-related materials that are considered as the authoritative reference for a completed project. They are the final version of a document which has been issued for construction. These documents are retained for archival and reference purposes and serve as a historical record of the project's design. In many instances, depending on the client’s end needs, provision of a collated set of record copies may suffice rather than the production of as-built documentation.

Recommendations when providing record copies

If asked to provide ‘a record copy’ you should make sure that the client understands the purpose for which such a record copy is being made.

Make clear to the client the purpose of a record copy and how it differs from an as-built record of construction.

Consider if there is a cost associated with the provision of record copies.

Record copies should be clearly identified and labelled and include the date and author.

The Client Architect Agreement (in the services to be included) should clearly state if record copies are needed and clearly enumerate what and when required and any associated fees.

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Challenges of producing as-built documents

As-built documentation could be completed by the project architect, contractor, surveyor or BIM specialist documenters, depending on the final requirement and end user needs for the documentation. Architects are often requested to provide as-built documents however, it is essential to be aware of the challenges associated with the production of as-built documents.

• Continuous attendance on site during construction by the person(s) preparing the as-built documentation would appear to be a mandatory obligation associated with the preparation of as-built documentation. The person responsible for the preparation of the documentation will need to observe the location of services and detail work so that it may be documented accurately if they are concealed at handover.
• The scale of a project and its complexity will have a marked effect on the level of documentation required as will the repetitive nature of a building design and the uniqueness of a project.
• Recording the implementation of the work of specialist consultants specialist consultants A consultant who is a specialist in a particular field. Such consultants contribute to parts of the design but generally not the whole design. When engaged, the specialist consultant will become either a secondary consultant or a subconsultant. View full glossary is challenging; does the as-built documenter rely on their own skills or do they rely on the advice of attending specialist consultants? Contractually this issue needs to be resolved at the commencement of a project so responsibilities (and their associated fees) are correctly attributed and allocated. Moreover, the risks associated with the preparation of as-builts needs to be assessed at the outset and appropriate risk mitigation protocols allocated to appropriate parties.
• The scope of services required from a licensed surveyor needs to be defined and cost and time implications defined at the outset of a project. Will a licensed surveyor be used to verify elements of construction on site? To whom will the licensed surveyor report? To whom will the licensed surveyor be contracted?

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Management of inputs from specialist consultants

A set of complete as-built documentation requires input, collaboration and cooperation from all the specialist consultants who have contributed to the built process. To enable full collaboration, each specialist consultant needs to have been appropriately engaged and remunerated for their work in contributing to the as-built documentation. This can be difficult where the architect and the specialist consultants are engaged at different times in the process and possibly even by different parties. In an ideal scenario, all are engaged by a single entity and under the same terms and conditions in an open and collaborative environment.

The work of the specialist consultants can vary enormously in the preparation of as-built documentation. In one scenario, the specialist consultant records the services or specialist work themselves and inputs their record directly into the BIM model. Alternatively, the architect takes the responsibility for inspecting and recording the as-built services work. This latter arrangement places the architect at great risk, for not only are they working beyond their core expertise, but they are also taking on unnecessary additional liability.

At engagement, the architect should make sure that the manner in which the work of the specialist consultants prepare as-built documentation and who is responsible for managing that work is clearly defined.

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Potential legal issues and risks

As-built documents must accurately reflect the built condition. Material inaccuracies may have negative impacts on building owners or users, subjecting them to potential loss. This might include examples such as inaccurate area calculations resulting in loss of rental revenue, inaccurate location of services resulting in costly additional inground services searching and identification, and inaccurate information provided for facilities management. Prior to proceeding with an agreement to provide as-built documents, architects must understand the intended purpose of the as-built documents and their ability to produce documents which meet the intended requirements.

The Commonwealth Trade Practices Act and equivalent state-based Acts make it unlawful for businesses to provide misleading or false information when supplying, offering to supply, or promoting their goods or services. Silence may also constitute a misleading conduct. If an architect accepts to take on a commission which includes the provision of as-built documents but is unable to provide such then the architect may be in breach of the relevant Trade Practices Acts. Architects must ensure they clearly describe the level of service that will be provided if including the provision of as-built documentation within their scope of services.

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Other considerations

Providing as-built documents

At the start of a project, as the Client Architect Agreement is prepared, confirm in detail the scope of services to be provided and state the understood intent of the as-built documentation. The nature of the project will influence the decision of what the as-built documentation should include.

Discuss with the client the value an as-built set of documentation will have in the future and explain the scope of work required by the architect and by others. Agree who should manage the process, what other arrangements the client may need to put in place, and the likely cost.

Discuss any issues that may pertain to copyright of any element of the project.

Discuss the insurance implications associated with the preparation of as-built documentation.

Ensure the client understands who needs to produce each of the component parts of the as-built documentation and that the architect can only be responsible and liable for those parts of the project under their control. If the architect takes on responsibilities for the management of other members of the team make sure that those roles are clearly defined and recorded at the outset.

In calculating the cost of preparing as-built documentation consider:

• what resources you will need to have available to complete the as-built documentation
• the time it will take to prepare the documentation including time needed on site recording the construction
• how will work on site be recorded and inputted when representation is not present
• the time required to manage the inputs of the team including the specialist consultants or to liaise with the person appointed to manage the compilation of the as-builts.

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Recommended clauses to include within agreements

If including the provision of as-built documents within the architect’s scope of services it should be well described in the Client Architect Agreement and the obligations of the parties should be clearly itemised as follows.

Definition: As-built documentation means the as-built documents required to be created under Item 2 to show the as-built location, sizes and details of the work as executed.

As-built documentation scope:

1. The architect is required to prepare and/or procure that the specialist consultants prepare a complete set of the as-built documentation, showing the as-built locations, sizes and details of the work as carried out. The architect must provide the as-built documentation in the format stated in Item 3.
2. The client must pay the architect the fee stated in Item 6 for the preparation of the as-built documentation.
3. The architect must supply the as-built documentation to the client within the period stated in Item 5.

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Recommended disclaimer to include on as-built documents

Where providing as-built documents falls within the architect’s scope of services it is recommended that the following note (or wording to the same effect) is included on the as-built documents.

The architect has used reasonable endeavours so that this document represents the works as completed at <practical completion or insert other date> and is intended solely for use by <insert details of architect's client>.

Disclaimer:

1. The architect has used reasonable endeavours to prepare these as-built drawings to depict the architectural elements as they were completed at the time of <practical completion or insert other date>. The architect does not guarantee that the drawings accurately represent the building's condition at any time in the future. The drawings do not account for any items that were not viewed as part of the preparation of the as-built drawings, subsequent alterations, renovations or natural wear and tear.
2. The architect makes no warranties, express or implied, regarding the accuracy, completeness, or fitness for a particular purpose of these drawings.
3. Users of this document are advised to exercise their judgment and, if necessary, obtain updated documentation to account for any changes made to the building after the completion of this document.
4. The architect shall not be held responsible for any liabilities or damages arising from or reliance on this document.

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