What is a written documentation policy? It is a set of rules and procedures that guide how a company manages, distributes, and stores various documents related to a project. It is best practice for a construction company to have a written documentation policy as it not only protects a company for any future litigation, but it also provides a system in which your company’s information is organized and stored in a way that is easy to locate and utilize.
When developing a written documentation policy, it is important to make a designation between what qualifies as a critical project document and what is a non-critical project document. A critical project document should include anything that directly relates to the project. For example, this would include meeting minutes, schedules, daily reports, photos, submittals, project correspondence, accounting etc. Non-critical project documents would entail personal emails, messages, and anything that is not related to the project.
It is also imperative to include a set of guidelines and standards for use of company email in a written documentation policy. These guidelines should set out when it is appropriate to use the company email. In addition, the guidelines should set forth guidance as to the type of language to be used in drafting emails. Furthermore, the guidelines should lay out the difference between formal and informal communication and when each is appropriate.
If a written documentation policy is in place, a company can create templates for emails and letters, not only would this save your company time but it would also make communication consistent and straightforward. All in all, a written documentation policy is crucial for any construction company especially in the modern era of technology. The attorneys at Rock Fusco & Connelly are prepared to assist your company in drafting a written documentation policy or editing a current written documentation policy.