Documents & records
Submittal register
The submittal register is the index of all submittals a project needs, built from the specifications and tracked from first submission to final approval. Each line shows the spec section, what's owed, who owns it, where it is in review, and whether it's clearing in time to protect procurement and the schedule. It's the tool that keeps a hundred separate approvals from falling through the cracks.
Why it matters
Long-lead materials can't be ordered until their submittal is approved, so a stalled line on the register is a schedule risk before it's a paperwork problem. The register is also how a team confirms nothing required by the specs was simply skipped — a gap here shows up later as missing product data in the turnover package.
How it shows up on site
The register is reviewed in coordination meetings to chase overdue reviews and flag what's blocking work. When it's kept current, it doubles as the checklist for closeout: every approved submittal should have a matching installed product and, where required, its data folded into the O&M manual.
Related terms
- 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.
- Operation and maintenance (O&M) manualThe compiled package that tells the owner how to run and maintain the installed systems — equipment data, warranties, parts and service intervals.
- Quality control planThe project-specific document that defines how a contractor will control quality — who inspects what, to which standards, and how it's recorded.
- 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.
- 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.
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.