On the conclusion of the contract, set aside for record purposes all contract documentation and a comprehensive set of photographs of the completed building as well as those taken during the works. Photographs of the completed building should be taken by a competent architectural photographer after a careful site briefing. Your client’s permission should be obtained before taking these photographs. Photographs are important for office records as potential clients will often ask to see illustrations of previous work. Only release drawings of previous contracts when you have the client’s prior permission to do so.
Should photographs be required subsequently for press publication, a good set taken at this time will ensure that your client is not inconvenienced by further photographic visits.
Kept with the photographs should be a final analysis of the job in terms of total cost, cost by superficial area, length of contract, number of assistants and cost to the office, and a short report on the work including the approach to the problem and your recommendations. Data should also be incorporated giving information on the consultants, contractor, sub-contractors and suppliers.
Depending on whether the contract was executed under hand, or was a deed, the records must be kept for a minimum of six or twelve years.
You may be asked by the contractor, or a sub-contractor, for the use of your name in advertising material. You should first ask your client whether he has any objection, and agree only on condition that your name is used as architect to the particular building, and that you may agree the copy or the proofs before they are actually passed for publication.