The difference between as built drawings and record drawings is not only in definition but also in process and output.
Definition
1. As-built drawings definition
The contractor’s as-built drawings are those created as the project is being built, and they reflect the actual positions of construction components and revisions to the original contract paperwork. At the end of the project, these, or a duplicate of them, are normally handed over to the architect or client.
2. Record drawing definition
Record drawings are those created by the architect when he or she is hired to do so. These are typically a compilation of the original drawings, any site changes the architect is aware of, and information derived from the contractor’s as-built drawings.
3. Measured drawing definition
The term “measured drawings” is used in the industry to describe drawings created from on-site measurements of an existing building or space. It can be for a building that will have additions or alterations made or for spaces that will be leased and from which the areas for lease purposes will be calculated.
PROCEDURE for Preparation of As-Built Drawings
General contractors are responsible for producing “As Builts” from field data gathered during the project. Field data is information gathered on-site during the construction of a project that is not available in the contract documents, addenda, change orders, or site instructions. It is critical that the Contractor document all field information about hidden conditions on the “As Builts”
The contract documents may require contractors to provide a higher level of accuracy in certain areas of the as-builts. The contractor’s tender price should include adequate funds for this work.
General contractors are not responsible for the creation of record drawings. They should inform any client or architect who requests something other than standard industry practice that the contractor cannot accept this responsibility. The architect’s intellectual property is contained in the record drawings, which should be respected.
Contractors who can use auto cad may volunteer but must be compensated appropriately for converting as-builts to this format. Contractors should raise this issue with the tender authority before the closing date and ensure that additional costs are included in their bid.
PROCEDURE for Preparation of Record Drawings
Architects should discuss the requirements for record drawings at the end of the project with their clients before signing contracts. Architects should inform their clients that providing “record drawings” is an additional service, and the appropriate cost should be included in their client fees. A per diem rate is one equitable arrangement that recognizes the indeterminacy of the scope of this service at the start of the project.
An architect not hired to provide general review services for both code and non-code-related work should inform their client that they will be unable to prepare record drawings because they will not be aware of all changes that occur during construction.
It is not uncommon for clients to expect record drawings in electronic format; therefore, rather than leaving it for discussion at the end of the project, it is prudent to determine whether the client requires the architect to generate the record set of drawings, how many copies will be required, and the medium, prior to finalizing the Client/Architect Contract.
An architect hired for general review should discuss with his or her client at the beginning of the project whether the client will require record drawings, the format required, the extent of detail and degree of accuracy in specific areas if required, and whether these will include:
- Information transfer from the contractor’s as-built drawings
- Incorporation of known site variants not shown on as-built drawings
- Incorporation of addenda into the originals
- Incorporation of change orders into the originals
- Incorporation of site instructions into the original
Some clients may require more precision in certain areas of the drawings than in others. Additionally, for some clients, verification of specific areas of the work that were changed from the original drawings may be crucial.
Ensure that suitable statements are incorporated into the drawings to minimize misunderstandings about the purpose and meaning of the record drawings.
Before bidding, choose whether the contractor’s as-builts will be in hard copy or electronic format. If an electronic copy is requested, it is critical to specify the required format (e.g., PDF vs. AutoCad). Include the needed as–built format in the bid materials, together with any required software, to avoid future disagreements.
It is recommended that architects remove their seals to prevent their drawings from being used in a building permit application without their knowledge or cooperation..
The architect must refrain from claiming that the record drawings represent how the building was built.
“The issuance of this record drawing is a representation by the architect that the construction, enlargement, or alteration of the building is in general, as opposed to precise, conformity with the design prepared and provided by the architect, but is not a representation that the construction, enlargement, or alteration of the building conforms with the design prepared and provided by the architect.”
An explicit statement disclaiming the correctness and completeness of information transferred from the contractor’s as-built drawings should be conspicuously included on the record drawing. For this purpose, the following statement is suggested:
“Based on the information provided by the contractor to the architect, these contract agreements have been revised to reflect significant changes in the Work made during construction. The architect is not responsible for the contractor’s correctness or completeness of the information given.”
Sometimes, the client may demand that all changes made via addenda and change orders be incorporated into the record drawings. This can be extensive, and it is prudent for the client and architect to discuss and agree on whether or not this service will be required before contract execution. Fees should be proportionate to the extent of service required.
Architects should explain to clients and ensure that their contracts include provisions for the client’s use of record drawings, the architect’s copyright, and the waiver of reliance on the contractor’s as-built drawings.
