Send your QS the records needed for the task, with a clear index. A large email archive can slow the work if no one can tell which file is current.
Can the QS tell which drawings, terms and figures are current?
Match The Information A Quantity Surveyor Needs To The Task
A tender needs its current pack and brief. A monthly report needs progress, orders and costs to a set date. A claim needs cause, notice and cost records.
Add the signed terms, specification and programme where needed. Mark drafts and old versions so they are not used as the agreed basis.
Make Figures Easy To Trace
Link orders to quotes, plan versions and change codes. Use the same codes in the log and cost report.
Send editable cost files where you have them and explain the ledger codes. Check totals and name who can answer site, design, buying and finance questions.
More files are not always more useful. Can the information be traced and accessed safely?
- Versions
Identify current drawings, orders and terms.
- Cost links
Match records to packages or cost codes.
- Access
Use suitable exports and controlled sharing.
Use current versions and a clear index, with access limited to the records needed for the task.
Agree Access And Limits
Share the files needed through an agreed safe route. A controlled export may be enough in place of full accounts access.
Agree ownership and how long files are kept. If records are missing, show the assumptions and limits so the QS can define the work that can be done now.
General guidance. Check your signed contract and the job facts. Get legal advice where needed.