Documents & records
Meeting minutes
Meeting minutes are the official memory of a project meeting: the owner-architect-contractor (OAC) meeting, the subcontractor coordination meeting, the safety meeting. They record who attended, what was discussed, the decisions made, and the action items with owners and due dates. Circulated after the meeting, they're typically treated as accepted unless someone corrects them, which is what gives them weight as a record.
Run it with the Photo Gate
Every checklist in the library runs with the submit button locked until its photos exist.
Why it matters
Minutes are where verbal decisions become documented ones. An instruction given in a meeting and captured in the minutes has a paper trail; the same instruction remembered differently by two people does not. They also carry the open-items log that drives the next meeting, so a decision doesn't quietly evaporate.
How it shows up on site
Coordination-meeting minutes chase overdue submittals and open RFIs and flag what's blocking work, overlapping with the submittal register and the RFI log. When an action item is a quality or field issue, it should tie back to the location and to the inspection or punch record that tracks its resolution.
Related terms
- Daily construction reportThe dated record of what happened on site each day: crews present, work done, weather, deliveries, inspections and issues.
- Request for information (RFI)A formal written question from the contractor to the design team when the drawings or specs are unclear, conflicting or incomplete.
- Submittal registerThe master log that tracks every required submittal, its review status and its due date across the whole job.
- Pre-installation meetingA coordination meeting before a scope starts, aligning the installing trade, related trades, and QC on submittals, conditions, and sequence.
- Schedule of valuesThe breakdown of the contract sum into line items of work, used to measure progress and support each payment application.
- Warranty (construction)A written guarantee from a contractor or manufacturer to repair or replace defective work or product within a defined period after completion.
Knowing the term is step one. Proving it is the job.
RTI holds the submit button until every mandatory item is answered and the photos are attached, then chains the record so it can be proven untouched later.
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