SA: Record-keeping template (simple)
A lightweight record system for owner-builders in SA: approvals, inspections, photos, certificates, and variations.
Goal: make inspections and completion “boring” by having everything ready.
In 60 seconds
- If you can’t prove it happened (inspection/certificate/photo), it becomes a delay later.
- Record-keeping is mainly: approvals, inspections, trade certificates, variations.
- Keep one simple structure from day one — don’t “sort it later”.
Simple folder structure (copy/paste)
Use Google Drive/Dropbox/OneDrive or a local folder. The point is consistency.
00 Admin - Contacts - Quotes & invoices - Payments 01 Approvals - Planning (if applicable) - Building approval / permit - Conditions & correspondence 02 Drawings & specs - Latest approved set - Superseded (old versions) 03 Engineering & reports - Soil report - Structural engineering - Other certifications 04 Inspections - Stage 1 (footings/slab) - Stage 2 (frame) - Stage 3 (waterproofing) - Stage 4 (final) 05 Trade certificates - Electrical - Plumbing / drainage - Waterproofing (if provided) - Termite / other 06 Variations & changes - Change log (date / what / why) - Updated drawings - Emails / approvals 07 Photos - By date (YYYY-MM-DD) - By stage (optional)
What to capture at each inspection stage
- Before: photos of anything that will be covered (ties, membranes, penetrations, reinforcement, service runs).
- During: inspector/surveyor notes, any rectification items, due dates.
- After: outcome confirmation (email/report), photos of the rectification once done.
Common mistake
Relying on memory (“yeah we did that”) instead of keeping proof. End-of-job signoff is where this bites.