Quality Control Record Examples
| Record | What it should contain | What it can prove |
|---|---|---|
| Inspection checklist | Item, location, requirement, result, inspector, date | That a specific check was made and passed or failed |
| Daily quality report | Areas inspected, findings, actions | Ongoing attention to quality |
| Hold point sign-off | Stage, inspector, approval before covering | That concealed work was checked before cover-up |
| Photographs before concealment | Date, location, subject | Condition of work later hidden |
| Deficiency log | Item, location, responsible party, dates opened and closed | Which problems were found and whether they were resolved |
| Corrective action record | Cause, correction performed, reinspection result | That correction addressed the problem |
What Good Records Look Like
Useful quality records are specific. A checklist that says only "framing OK" for an entire floor proves little. A checklist that identifies the area, the items checked, the requirement and the result, signed and dated, is meaningful evidence. Paul evaluates whether records are specific enough to support what they are offered to prove, and whether they are consistent with the schedule, daily reports and photographs.
Missing Records
When a contract or quality program required records that do not exist, the gap can be significant. It may mean the checks were never made, or it may mean the records were lost or not produced. Paul identifies the records that would normally exist for the type of project and quality program, so counsel can determine which explanation applies. He does not assume a check was skipped merely because a record is missing, but he notes the absence.
Records That Conflict
Sometimes quality records conflict with other evidence: a hold point sign-off dated before the work was complete, a checklist marked passed for an area later found deficient throughout, or a deficiency log closed without any record of correction. Paul identifies these conflicts and explains their significance. Conflicting records often matter more than missing ones, because they bear on the reliability of the quality program as a whole.
Electronic Quality Systems
Many contractors now record inspections and deficiencies in project management software, with time stamps, photographs and audit trails. Paul reviews exports from these systems in the same way as paper records, and can identify the data counsel may want to request, such as the full history of a deficiency item or the photographs attached to an inspection. See deficiency and punch list review and corrective action and reinspection.