This document discusses the importance of proper project documentation in preserving potential construction claims. It outlines the ten key points of project documentation, including contracts, schedules, correspondence, photos and videos. It then introduces MySmartPlans, a service that utilizes Project Information Managers and technology to organize all project documentation into a single digital library. This centralized repository reduces risks and makes all documentation easily accessible if claims or disputes arise. Complete and well-organized documentation is necessary to both prove and defeat potential construction claims.

1. Preserving a
Potential
Construction
Claim Through
Document
Controls

2. The Ten Points Of Project Documentation
1. Construction Contract or Subcontract
2. Bid Documents
3. Schedule
4. Project Diaries or Logs
5. Change Orders
6. Plans, Specification, Shop Drawings, RFI’s, Submittals
7. Project Correspondence
8. Job Cost and Estimates
9. Photos and Videos
10. Miscellaneous Documents

3. How We Do Our Work
MySmartPlans delivers success by combining best of class technology with
our Project Information Managers to simplify a construction project by
organizing and delivering all project information to all project team
participants in a disciplined way, atomically.
Our mission is to let you focus on managing your project. We do this by
creating a single repository of project documentation that’s organized and
easy to access. We archive all ten points of project data, making it “smart”
with linked documentation that is retrieved with our point and click
technology.

4. What is a Project Information Manager
Our Project Information Manager is a third-party digital librarian that vets and assembles all project
files by taking the information communication burden off your team.
Our Project Information Manager identifies all data throughout every stage of a project and sets up
the necessary, corresponding security access & permissions.
They retrieve data from ALL third-party providers (Plans, Specs, Addenda, ASI’s, RFI’s, CO’s, PR’s,
BIM files, CAD files, Meeting Minutes, Video Recording, Field Reports, and Emails).
The Project Information Manager will remain engaged with you and your team throughout the
duration of all projects to support data collection.

5. Reduce Risk
Throughout the entire project,MySmartPlans with their Project Information Manager, creates a
living library of what happened and when. A record with a formal Project Directory is also created.
It includes all records for insurance, legal, maintenance facility management, and inspections by
the owner's audit and controls analyst. Should the need arise to research an issue, the
MySmartPlans dashboard is searchable and the documentation is at your fingertips.

6. Conclusion
It is the claimant’s obligation to prove its claim. If he/she cannot do so, they will not prevail.
Alternatively, complete records will be necessary to defeat any claim. The lack of complete
business records can result in additional costs in proving or disproving a construction claim. If the
documents are complete and well organized, the claimant’s consultant will spend less time
preparing and documenting the claim, thus reducing the cost of presenting the claim. Your
success is knowing that MySmartPlans gives the assurance of a complete time capsule of your
project.
Knowledge management allows you to perform your core competency while document controls
are handled by MySmartPlans Team.