The correspondence filing system

A correspondence filing system of the type outlined below is needed.

General files (Series 19)
1. Employer (including copies of letters sent by the engineer to the employer).
2. Monthly progress reports to employer drafts sent to the engineer; and
copies as sent by the engineer to the employer.
3. Meetings file second copy of notes of meetings on site with employer,
engineer, or others, in date order (from files 1, 10 and 11).
4. Planning authorities, etc.
5. Road authorities and public utilities.
6. Miscellaneous, for example, re telephone, visitors to site, etc.
7. Staffing re appointment of inspectors, office staff, etc.
8. Miscellaneous (personal) REs personal correspondence relating to the job.
Head office (Series 1019)
10. Engineer correspondence with.
11. Specialist advisers correspondence with other advisers (e.g. geologist,
landscape architect, etc.).
12. Informal memos to designers copies of notes sent to colleagues in the engineers office (though most correspondence should be through the engineer).
13. Test certificates, etc.
14, 15,¦, etc. Other special subjects as required.
Separate supply contracts and sub-contractors (Series 2029)
20. Supply contractor A.
21. Supply contractor B.
22. Supply contractor C, etc.
23. Nominated sub-contractors/suppliers.
Main contractor (Series 3039)
30. Contractors head office copies of letters sent by the engineer to the contractor (the RE would not normally send any).
31. Contractors agent excludes Instructions File 32.
32. Instructions to contractor.
33. Applications for interim payment from main contractor (a bulky file).
34. Engineers interim certificates and correspondence thereon.
35/1. Variation Orders Passed (copies as signed by engineer).
35/2. Variation Orders Drafts as sent to engineer, or Pending.
36. CVIs from contractor (see Section 13.3).
37/1. Claims Pending or Rejected.
37/2. Claims Settled.

General files (Series 19)
1. Employer (including copies of letters sent by the engineer to the employer).
2. Monthly progress reports to employer drafts sent to the engineer; and
copies as sent by the engineer to the employer.
3. Meetings file second copy of notes of meetings on site with employer,
engineer, or others, in date order (from files 1, 10 and 11).
4. Planning authorities, etc.
5. Road authorities and public utilities.
6. Miscellaneous, for example, re telephone, visitors to site, etc.
7. Staffing re appointment of inspectors, office staff, etc.
8. Miscellaneous (personal) REs personal correspondence relating to the job.
Head office (Series 1019)
10. Engineer correspondence with.
11. Specialist advisers correspondence with other advisers (e.g. geologist,
landscape architect, etc.).
12. Informal memos to designers copies of notes sent to colleagues in the engineers
office (though most correspondence should be through the engineer).
13. Test certificates, etc.
14, 15,¦, etc. Other special subjects as required.
Separate supply contracts and sub-contractors (Series 2029)
20. Supply contractor A.
21. Supply contractor B.
22. Supply contractor C, etc.
23. Nominated sub-contractors/suppliers.
Main contractor (Series 3039)
30. Contractors head office copies of letters sent by the engineer to the contractor (the RE would not normally send any).
31. Contractors agent excludes Instructions File 32.
32. Instructions to contractor.
33. Applications for interim payment from main contractor (a bulky file).
34. Engineers interim certificates and correspondence thereon.
35/1. Variation Orders Passed (copies as signed by engineer).
35/2. Variation Orders Drafts as sent to engineer, or Pending.
36. CVIs from contractor (see Section 13.3).
37/1. Claims Pending or Rejected.
37/2. Claims Settled.

Under file 37/1 all claims should be numbered, usually in order of receipt. Each claim and correspondence thereon (copied from file 31) should be filed as a separate  section with a tabbed index. All claims should be listed at the front of 37/1 and marked with the Subject; and whether Pending, Rejected, or Settled (in the last case transferred to File 37/ 2).
The above list is only an example for guidance. If need be any file can be broken down into sub-files, for example, 11/1, 11/2, etc. On a small job some files can be merged; on a large job a more extensive system may be required.
It is best to file correspondence under the name of the addressee. This way letters do not get mis-filed. Important letters that take time to deal with should be photo-copied so that the original can go straight on file and be kept there, and the copy can be used for working purposes.
Several files will be required for dayworks sheets. They pose a special problem which is dealt with in Section 13.9.

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