Documentation Control and Retention Sample Clauses
The 'Documentation control and retention' clause establishes the requirements for managing, storing, and preserving documents related to a contract or project. It typically outlines which documents must be maintained, the format in which they should be kept, and the duration for which they must be retained, such as keeping records for a set number of years after project completion. This clause ensures that all relevant documentation is accessible for future reference, audits, or legal compliance, thereby reducing the risk of lost information and supporting accountability.
Documentation Control and Retention. 3.6.1 Communication and information exchange with Others
3.6.1.1 All communication is addressed to the Employer’s Agent. All communication is in accordance with the contract requirements and the procedure agreed with the Employer’s Agent. All communication makes reference to: The contract number that is issued by the Employer i.e. 46000…….; The title of the contract; The specific PSC clause under which the communication is issued; and A unique letter reference number.
3.6.1.2 The unique reference numbers to be used for written correspondence between the Employer’s Agent and Consultant and vice versa is as follows: From the Employer’s Agent to the Consultant: 46000….. E/C 0xxx; and From the Consultant to the Employer’s Agent: 46000…. C/E 0xxxwith 46000….. referring to the contract number and the next sequential letter (channel) number. All documents transmitted to the Employer’s Agent for review / acceptance / record / information are transmitted under cover of a document transmittal note with a completed and signed transmittal cover sheet. The title of each letter clearly summarise the purpose of the letter.
3.6.1.3 All documents transmitted to the Employer’s Agent for review/acceptance/record/information are transmitted under cover of a document transmittal note with a completed and signed transmittal cover sheet as prescribed by the procedure agreed with the Employer’s Agent, to facilitate the capture of relevant document attributes within the Employer's documentation management system.
3.6.1.4 The title of each letter clearly summarise the purpose of the letter. In accordance with PSC Core Clause 13.7, each notification deals with only one specific issue at a time and where letters are submitted electronically, the title of the letter is reflected in the subject line and only one letter is submitted per e-mail.
3.6.1.5 The Employer and the Consultant keep a Document Control Ledger (DCL) of all transmittals between the two, whilst the Consultant keeps a DCL for each Sub-Consultant.
3.6.1.6 All formal contractual communications shall be on a letterhead and bear as a minimum the date, subject, reference number, identities of sender and receiver and signature of sender and shall be delivered as attachments in the case of emails and not as a message in the email itself.
3.6.1.7 Correspondence on a day to day basis may be directed to other parties within the Employer’s organisation but care must be taken not to violate contract conditions and ...
Documentation Control and Retention. All the documentation issued by the Employer for this contract is copyright protected and are not to be copied by the Contractor. All Communications will be filed and kept on site at all times as it is crucial to have the correct communication structures. These communication documents should at all times adhere to the NEC 3 Professional Service Contract communication requirements.
Documentation Control and Retention