Project Manager Close-out Document List
Last updated: January 16, 2025
Content created: January 15, 2025
Close-out Documents Folder Structure and Archivable Documents List
Records required for archiving as per University Policy 4.7 on Records Retention
Preparation: Preparation for the close-out process can take place throughout the duration of the project. Reference the "Retention of University Records" policy and place the applicable items listed below in the appropriate subfolders of the "12 Close-Out Document" folder in the "Documents Module" of the project in Trimble (formerly e-Builder).
12.01 Reports
⎕ Application materials and approvals from historic commissions and state agencies, for example, from the Ithaca Landmark Preservation Commission, ILPC.
⎕ Studies done prior to the project including renovations and code reviews reflecting pre-construction conditions.
⎕ Concept report, including Basis of Design.
⎕ Schematic design report, including Basis of Design.
⎕ Design development report. This should include a system and material narrative and Basis of Design.
⎕ Preliminary code analysis reflecting proposed changes. This may be part of design-phase reports.
⎕ Structural analysis including seismic analysis of existing buildings and proposed strengthening techniques.
⎕ Peak utility requirement report, if not in the Leadership in Energy and Environmental Design (LEED) documents.
⎕ Energy modeling plan.
⎕ Engineering calculations.
⎕ Specifications, with addenda.
⎕ Testing and balancing reports.
⎕ Commissioning agent test and certification documents.
⎕ Commissioning report and drawings, if there are any. These may be redundant with shop drawings.
⎕ Material test and special inspections reports.
⎕ Environmental Impact Statement. This is important to retain since it sets operational limits on what can be done in a building in the future.
⎕ Honors and awards received by the project, for example, certificates.
⎕ PR materials and artifacts associated with the project such as newspaper clippings and copies of event materials.
⎕ Dedication or opening, groundbreaking, and final public commissioning events.
⎕ Cornerstone or time capsule information, for example, yes/no and description of contents.
⎕ LEED final report.
12.02 Record Drawings
⎕ A complete set of full-size clean record drawings which reflect how the project was built, folding the as-built revisions into the design documents, including addenda, post-bid bulletins and design revisions.
- Record drawings are compiled by the designer from the as-built drawings submitted by the contractor, as a record of the work. Since these drawings are not confirmed in the field by the designer, they are not "as-built" but a compiled record.
Record drawings are expected to represent a complete drawing set, not just the sheets which changed.
Each drawing should be clearly labeled "Record Drawing" with the issuing record date.
12.03 CADD and 12.03.01 BIM Model
⎕ AutoCAD drawings and BIM model files
12.04 Permits and Agreements and 12.04.01 Certificates of Occupancy
⎕ Building permits and any related documents from the Authority Having Jurisdiction.
⎕ Temporary Certificates of Occupancy, TCO.
⎕ Certificate of Occupancy or equivalent, as issued by the Authority Having Jurisdiction.
⎕ Materials filed with state and local agencies for variances, site-plan approvals and environmental impact.
⎕ Letters of Agreement, specific to the project, pertaining to access and use before, during and after construction, including documents of ownership, utility, and maintenance.
⎕ Final acceptance. Document signed by architect, engineer, or designer that the project is substantially complete.
⎕ Notice to the Capital Planning Group of Outstanding Issues.
12.05 Photos
⎕ First day and construction photos.
12.06 Submittals
Full-size shop drawings and product data for:
⎕ Controls
⎕ Curtain walls, ALL windows
⎕ Ductwork
⎕ Fans
⎕ Fire Protection System Records, for example, for sprinklers and fire alarms, including calculations
⎕ Fireproofing
⎕ Lighting
⎕ Panel Boards
⎕ Pumps
⎕ Security Systems
⎕ Special mechanical equipment, such as Phoenix valves
⎕ Structural Materials, for example, concrete, steel, and reinforced masonry
⎕ Switch Boards
12.07 Operations and Maintenance (O&M)
⎕ Operations and Maintenance manuals