Record review navigator
SCL Protocol Appendix B
Correspondence and Administration Records Navigator
Review whether the written project record captures communications, contract administration, technical submissions, milestone evidence and claims material. The navigator records availability and gaps. It does not decide whether any record proves delay, disruption, causation, quantum or entitlement.
Communications and contract management
Check the written communications and contract-management records retained for the works.
Source: Appendix B, sections 5.1-5.3, printed page 76
Letters and material emails
Retain letters and material emails exchanged between parties involved in the works.
Other and internal emails
Keep other relevant emails, including internal communications.
Instructions and confirmations
Retain instructions issued by the contract administrator and any confirmation of those instructions.
Early-warning notices
Keep each early-warning notice together with its closing record.
Variations and proposals
Retain variation records, change requests and related proposals.
Bonds, insurance and guarantees
Keep the bonds, insurance documents and guarantees issued for the project.
Other contractual documents
Preserve the remaining contractual issue records, apart from material held in the separate claims file.
Technical submissions, approvals and meetings
Review the technical record used to show the Contractor's submissions, responses, changes and final project information.
Source: Appendix B, section 5.4, printed pages 76-77
Submission log
Record submission date, response date, current status and any follow-up required.
Design drawings and calculations
Retain submitted design drawings and calculations with their review history.
Method statements
Keep method statements and the associated submission and response record.
Sub-contractor approval requests
Retain sub-contractor approval requests and the decisions issued.
Material submissions
Keep material submissions with their current approval status.
Shop drawings
Retain shop drawings and the related submission record.
Requests for information
Keep requests for information together with the responses received.
Contract administrator approvals
Retain approvals issued by the contract administrator.
Meeting agendas and minutes
Keep agendas, minutes and amendment requests for design, progress, programme, management, safety, environmental, security and quality meetings.
Deficiency and non-compliance notices
Retain each notice together with evidence of its closure.
As-built documents
Keep the final as-built drawings and related documents.
Operation and maintenance manuals
Retain the final operation and maintenance manuals.
Milestone and claims records
Check completion communications, claim documents, determinations and later dispute-stage material.
Source: Appendix B, sections 5.5-5.7, printed pages 77-78
Taking-over certificates and snagging lists
Retain taking-over certificates and the related snagging lists.
Contractor's completion request
Keep the Contractor's request for a completion certificate and the contract administrator's response, including recorded disagreement.
Completion certificate
Retain the certificate issued by the contract administrator confirming completion.
Extension-of-time claims
Keep extension-of-time claims, responses and the contract administrator's determinations.
Additional-payment claims
Keep additional-payment claims, responses and the contract administrator's determinations.
Notices of dissatisfaction
Retain notices recording dissatisfaction with determinations.
Referrals to later dispute stages
Keep each referral to a later stage of the contractual dispute procedure.
Later-stage dispute documents
Retain documents produced for later stages of the dispute procedure.
Claim particulars and programme analysis
Keep the particulars, supporting evidence and suitable programme analysis used to explain the claimed time and cost effects.
Review findings
No review items have been entered. Complete the record review before relying on this page as an action list.
How to use this navigator
Records required before review
Obtain the correspondence register, notice and instruction registers, technical submission logs, meeting records, completion files and claims registers. Use the executed contract to identify any extra record duties.
Review sequence
- Work through each record group.
- Mark every item as Available, Gap or Not reviewed.
- Add the controlled record reference or assigned action.
- Open Findings and transfer gaps to the project action register.
Rating rule
High applies when at least one gap is recorded. Medium applies when no gap is recorded but one or more areas remain unanswered. Low applies only when all 28 areas are recorded as available. Awaiting applies before entry.
Closing evidence
Retain the record index, file references, action owner, target date and evidence that each recorded gap was closed.
This is a training aid. It does not give legal advice, and it does not assess admissibility, evidential weight or contractual compliance.