Built On Record is document control as a service for contractors, run from Arizona and done remotely for jobs in any state. You do not have a dedicated document control person, and you do not have a Procore budget for the company. You still need a current set, logs that tell the truth, and a closeout folder you can hand over without a scramble.

You are already running real work. There is a superintendent on the bigger projects, maybe a project manager, often an owner still juggling the subs, and nobody whose full-time job is the file. What I offer is the same short list of habits a large GC staffs a person to watch, kept in tools you already understand: Google Drive or Dropbox, spreadsheet logs, a phone the superintendent can actually use, and AI used carefully as a clerk, never as the last word.

Procore facilitates those same processes: a current drawing set, numbered RFIs, a submittal workflow, daily logs, photos, punch, and closeout. Many tools can reach the same goals.

Your files stay yours, and there is no software contract to sign with me. I quote a fee per job, based on scope, and it is usually carried in the job's general conditions. If you want to talk that through, start at the contact page.

The three services

Job file setup. A one-time setup of folders, naming, RFI and submittal logs, current-set rules, and access in Google Drive or Dropbox, including a check that the superintendent can open today's sheets on a phone. The next project starts clean, or a messy mid-job file moves forward correctly, and nobody has to invent a system in week three. See Job File Setup.

Retainer document control. Ongoing control of the current set, the logs, distribution, and the weekly open-items review during construction, plus a look at open items before a pour, cover-up, or inspection when you flag those dates. The field stays on the work, and the file stays current. Everything happens in your Drive or Dropbox. See Retainer Document Control.

Closeout support. Collecting and packaging O&Ms, warranties, as-builts, extra-stock records, tests, punch paper, and training records before the last-month scramble, or building an honest missing-items list if the scramble has already started. See Closeout Support.

Use one, or stack them. A common path is setup, then a retainer for the heavy stretch, then closeout support. Sometimes closeout is the only need. Sometimes setup is enough, and you run the file yourself.

How the work usually starts

A short first conversation is enough. Bring a recent RFI thread, a look at where your drawings live, and one pain point. I will tell you whether a simple setup will hold, which service fits, or whether you need me at all. What to bring is also written up in "A First Conversation."

If we go ahead, the sequence is plain:

  1. We agree on the service, the job, the tools already in use (Drive, Dropbox, or both), and who on your team has access.
  2. I work in your account, not in a file I take home and hold hostage. You own the folders and the logs from day one.
  3. For setup, I walk through the file with the people who will actually use it, and we check the current set on a phone.
  4. For a retainer, we set the path new official documents take into the file, the weekly snapshot you will receive, and the pour or inspection dates you will flag.
  5. For closeout support, we start from the contract's closeout section when you have it, and from an inventory of what already exists.

I am not your superintendent, and I do not make means-and-methods decisions. I do not approve submittals, issue design answers, or act as your attorney. I keep the record, and if you do not need me, I will tell you.

Who this is for, and who it is not

This is for general contractors, in Arizona or any other state, and the subcontractors who work like them, who are already running real work and do not have a person whose only job is the file. If you already have Procore and the staff to run it, you do not need this service.

I am based in Arizona, and I work remotely with GCs and trades in any state, in Google Drive, Dropbox, and spreadsheets. Write to travis@builtonrecord.com.

Write to travis@builtonrecord.com. Based in Arizona, working remotely with contractors in any state.