Documents & records
Meeting minutes
Also called: OAC 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.
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.
- Punch listThe running list of incomplete or defective work a contractor has to fix before an area is accepted and closed out.
- Nonconformance report (NCR)A formal record raised when installed work does not meet the drawings, specs or an accepted standard, and the plan to resolve it.
- SubmittalThe product data, shop drawings or samples a contractor sends for review to confirm what will be installed matches the spec before it's ordered.
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.