ENGINEERING CONSULTANTS GROUP

APPENDIX H: FILING

Project Files

Only one (1) official set of files in a project master file shall be maintained except
contract and financial files which are maintained in the President’s Office. An index
(See the following pages for the major filing division) will be kept listing all sections in
this set of files, and all project related records will be kept therein. The index will be
numbered and coded so that each item to be filed can be marked for proper filing and to
facilitate finding information in the files. Each project member will be furnished with a
copy of the file index which may be updated from time to time.

The project master file shall be divided into seven major items:
 Management File(s)
 Field Investigation File(s)
 Meetings File(s)
 Data Collection File(s)
 Engineering File(s)
 Tendering and Tenders Analysis File(s)
 Construction File(s)

The file index identifies the type of material to be filed in each section.

Every project member shall have free access to the project master file. Since only one
complete and official file is to be maintained, anything removed from the file should be
returned to its proper place as soon as possible. A copy of the file shall be made in case
of any loss on damage of the original file. Project master file shall be referred to for
information. Each individual shall keep a copy of whatever he thinks necessary in his
own files to assist in his work.

Transmittals

All transmittals sending an attachment (with the exception of standard drawings, transmittal
forms), regardless of the nature of the attachment (sketch, letter, photograph, etc.) shall have
a copy of that attachment placed in the appropriate file with the transmitting letter. A copy
of the transmitting letter only is to be kept in the Project’s Master File.

Project Management Manual (PMM) Page 1 of 2

Section 5: Appendix H ( Filing)
ENGINEERING CONSULTANTS GROUP

MAJOR FILING DIVISIONS

A. Management Files
1. General Out (Serial)
2. General In
3. Faxes, Telexes, E-mail (Out)
4. Faxes, Telexes, E-mail (In)
5. Organization Charts
6. Engineering and Drawings Status Reports
7. Progress Reports
8. Inter-office Correspondence
9. Contracts In CEO Office
10. Expense Reports In Finance Department

B. Field Investigations Files

1. Field Survey (0410)
2. Soil Investigations (04120)
C. Meetings Files
1. Minutes of Meetings with Client (0500)
2. Minutes of Meetings with Contractors/Vendors (0600)
3. Soil Investigations (0700)
D. Data Collection File(s)
Special File(s) is/are prepared by the Project Secretary for the data collection
for each of the project tasks from the:
1. Client
2. Contractors
3. Vendors
4. Others
E. Engineering Files
Files are created by task number (Phase/Task) of the project according to needs.
These contain all correspondence related to that Phase/Task including: letters
in/out, telexes in/out, memos, etc.

F. Tendering and Tenders Analysis File

This file contains a complete set of the Tenders submitted by the competent contractors,
analysis forms, recommendations and any correspondence related to this subject.

G. Construction Files
Construction reports and all other construction information shall be filed with its
supporting engineering and other information in accordance with the Construction
Services Division Manual (CSD).

Project Management Manual (PMM) Page 2 of 2

Section 5: Appendix H ( Filing)