The records management challenge of a large construction project: experiences of the Hong Kong airport railway project

Abstract

Projects often present specific difficulties for the Records Manager. Records are created in a manner which is fast and furious — with many records being generated in a short space of time. These records are created by different organisations — by the project team, by contractors and by sub‐contractors — and are circulated between them. Different types of document are produced: drawings are often particularly important, as are parts lists. Complex computer applications are now used in many projects, and the records generated by the system should ideally be retained in native format, rather than printed on paper. Change control is important both for hard copy documents and computer based material: documents may go through many revisions, and it is essential that these revisions are managed effectively. The hand‐over of documentation from project to operator can be problematic if the views and requirements of both groups are not considered at an early stage. In this programme, the opportunity was provided to meet with both project and operations personnel: it was significant that both groups were aware of the importance of the documentation generated during the project and were concerned that important records series should be identified and retained. Project staff were aware of the importance of retaining material as a basis for new projects while operating railway personnel require items such as as‐built drawings and manuals to provide an effective ongoing railway service.

Citation

EDMONDS, D. and LO, R. (1997), "The records management challenge of a large construction project: experiences of the Hong Kong airport railway project", Records Management Journal, Vol. 7 No. 1, pp. 69-75. https://doi.org/10.1108/eb027104