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Filing Procedures

FILING SHOULD BE DONE AT LEAST ONCE A WEEK. READ ALL CORRESPONDENCE CAREFULLY TO DETERMINE THE CONTEXT OF THE LEITER AND WHAT IT PERTAINS TO!!! CORRESPONDENCE SHOULD ALWAYS BE FILED WITH THE MOST RECENT DATE ON TOP

MOST FILING IS DONE ON THE RIGHT SIDE OF FILE. MONEY MATTERS ARE FILED ON THE LEFT SIDE OF THE FILE.

FIND THE JOB NUMBER. WRITE THE JOB NUMBER AND THE NAME OF THE FILE IN THE UPPER RIGHT-HAND CORNER OF THE DOCUMENT.

SORT THE FILING ACCORDING TO JOB NUMBERS.

BID FILE (LATER BECOMES CONTRACTOR'S FILE) -RED LEGAL FILE (Should include a separate manila folder as follows:)

  • Bid Proposal of all bidders including copy of Bid Bond, any executed certifications in spec book, all addendums issued
  • Typed Certified Bid Tabulation
  • Unit Bid Tabulation

Left Side

  1. P & S Issue Form
  2. Transmittal letters forwarding approved estimates

Right Side 3. Correspondence to and from ANYONE regarding the approval (on any job) of the plans and specifications 4. General correspondence with the contractor that will not go in another specific file (i.e., submittals, MBE)

TOWN/CLIENT FILE - GREEN LEGAL FILE

  1. Town - Should Be Setup After Issuing A Job Number
  2. Correspondence to and from the Town and/or Attorney that CANNOT BE FILED IN ANY OTHER FILE.

AGENCY FILE - BLUE LEGAL FILE

  1. Left side - (Letter of Conditions - FHA Projects Only) EDA Grant or SRF Loan Agreement with any amendments
  2. Correspondence to and from agency that does not pertain to a more specific file (i.e., MBE, application)

APPROVED PAYMENT REQUESTS (ONLY SRF PROJECTS)-GREEN LEGAL FILE

  1. States Payment Requests
  2. Only the approved copies of the pay requests with letter returned from the Office of Pollution Control (OPC Letterhead

PERMITS & EASEMENTS FILE - GREEN LEGAL FILE

  1. Any correspondence to and from the Highway Department, Railroad Departments or clients regarding above throughout process of obtaining approval or permit applications

PAYROLL FILE - GREEN LEGAL FILE

  1. Copies of all payrolls that have been checked by our office punched, bound and filed numerically with the first one on the bottom and last one on top. Should show some indication of a check mark and initials of who checked it on each payroll.
  2. When there is a project administrator - Copies of the checked payrolls should be transmitted to them.
  3. The transmittal letter sending copies of the checked payrolls to our client should be bound on the left side of the file showing payrolls in a consecutive order.

APPLICATION FILE (ONLY SRF PROJECTS) - GREEN LEGAL FILE

  1. Any correspondence concerning obtaining information for the application package.
  2. Correspondence regarding the transmission of the application package and process required to obtaining approval thereof.
  3. Items such as the Legal Certification and Site Certificate.

APPLICATION FILE (ONLY CDBG PROJECTS) - GREEN LEGAL FILE

  1. Any correspondence concerning obtaining information for the application package.
  2. Correspondence regarding the transmission of the application package and process required to obtaining approval thereof.
  3. We don't always get a copy of the grant.

MBE/WBE FILE (ONLY SRF PROJECTS) - GREEN FILE

  1. Any correspondence concerning MBE information of approval regardless of who the letter is to or from.

SUBMITTAL FILE - GREEN LEGAL FILE

  1. Each submittal should be punched and bound if possible with most recent date on top. If it is in booklet form or too thick, a rubber bank should be placed around the submittal information & the transmittal letter and filed with the most recent date on top and should be kept loose in the file.
  2. The Shop Drawing Log should be bound on the left side. The Engineer is to "log" in the type of submittal it is, the date that we received it and the number of copies received. The Secretary is to "log" in the number of copies being returned, the date returned and the action taken on the submittals. The checklist goes with the submittal on the right side.

DAILY DIARY SHEETS - GREEN LETTER SIZE FILE

  1. On the right side - bound daily diary sheets that have been initialed, with most recent day on top.
  2. Left side - Any air test data sheets (if applicable)

TESTING FILE - GREEN LETTER SIZE FILE

  1. Bind copies of all test reports with most recent date on top after appropriate people have received their copies (i.e., resident project representative and engineer) (Testing Agreements SRF Projects - File on Left Side)

MASTERS - SPECIFICATIONS - GREEN LETTER SIZE FILE The whole set of master specs (front end & technical) should stay in this file. It should be set up when you begin typing the technical specs. This file will stay in the copy room with the bid file until the contracts are executed, then it should be thrown away.

THE SPECIFICATION CHECKLIST FORM SHOULD BE BOUND ON THE LEFT SIDE OF THE MASTERS FILE.

BILLING FILE Left Side:

  1. Scope of Services Matrix Form
  2. Factors For Estimating Job Costs Form
  3. Project Evaluation Form