What Are Record Drawings (As-Built Drawings) and Why Should They Be Maintained?

Introduction

During any construction project, changes to the original design are almost inevitable. Unforeseen site conditions, coordination issues, or client-led variations often require adjustments as works progress. As a result, “For Construction” drawings quickly become outdated.

This is where Record Drawings, also known as As-Built Drawings, become essential. They provide an accurate, up-to-date representation of what has actually been constructed and installed within a building. This makes them a critical for building owners and facilities management teams.

What Are Record Drawings or As-Built Drawings?

Record (As-Built) drawings are drawings that reflect all approved changes made during the construction process. As works proceed, contractors/suppliers mark up the original design information to capture deviations from the initial intent. These marked-up drawings are then reviewed by the consultant team and formally issued as Record or As-Built drawings, typically stamped to confirm their status.

Once issued, these drawings become the definitive reference for the completed building.

Defining Record Drawing Requirements Early

Before tendering and during specification development, it is essential to clearly define:

• The scope of Record / As-Built drawings and who is required to provide them.

• The format required (e.g. DWG, PDF).

• The level of detail expected.

These requirements should be explicitly included in the contractor’s appointment and contract documentation. Doing so ensures that all drawings required for future building operation and maintenance are delivered at project completion.

Why Are Record and As-Built Drawings Required?

Record and As-Built drawings are a mandatory component of:

• Operation and Maintenance Manuals (O&Ms)

• Health and Safety Files (HSF)

• Practical Completion documentation

Beyond compliance, they are invaluable throughout the building’s lifecycle. Accurate Record Drawings allow building owners and facilities managers to:

• Understand exactly what systems and components are installed.

• Plan maintenance activities more effectively.

• Reduce risk during refurbishment or modification works.

• Avoid costly surveys and re-measurement in future projects.

Benefits for Facilities Management Teams

Maintaining accurate Record Drawings enables facilities management teams to quickly identify installed assets and services. When changes are made, drawings can be easily updated ensuring building information remains current and reliable.

Issuing drawings in DWG format is particularly beneficial as it allows for straightforward modification. To ensure usability:

• All linked reference drawings (X-Refs) should be fully bound (COMMON ISSUE).

• Any external files (e.g. logos, images, references) should be included.

• DWG files should be issued using AutoCAD eTransmit (or equivalent) as a complete ZIP package.

Keeping Record Drawings Up to Date

Keeping Record and As-Built drawings current significantly reduces time and cost when planning future works. Accurate information allows designers and contractors to make informed decisions from the outset.

In contrast, the absence of reliable Record Drawings often results in increased survey costs, extended design periods, and a higher risk of errors during construction.

Best Practice for Storing Record and As-Built Drawings

Receiving the drawings is only half the process... secure and accessible storage is just as important!

Traditionally, Record Drawings were stored in paper form within O&Ms and Health and Safety Files. Today, best practice is shifting towards digital information management systems, which offer:

• Secure, centralised access.

• Availability anytime, anywhere.

• Reduced physical storage space.

• Faster retrieval of critical information.

• Elimination of damage or loss risks.

A Smarter Way to Manage Building Information

View is our easy-to-use, data driven, online portal designed to help facilities management teams store, manage, and access building information efficiently.

Key benefits include:

• Centralised digital storage for Record and As-Built drawings.

• Drawings linked to locations and assets for quick lookups.

• A full drawing revision audit trail to track changes over time.

• A powerful smart search engine that provides you only the information you require.

• The ability to search across multiple manuals without looking through yourself.

By providing instant access to accurate, up-to-date information, View helps reduce downtime, improve compliance, and support better decision-making throughout the building lifecycle.

Additional Services We Provide

Alongside digital information management, we also offer:

• AutoCAD services.

• Project information process management.

• Specification and electronic standards production.

• O&M template production (by contractor group).

• Health and Safety File management.

• Building logbook and user guide management.

• Information change management.

• Tenant guide production.

• Information audits and gap analysis.

• Authoring services.

• Data processing and database loading.

• Training and system support.