Whereas Divisions 1 and 2 of the Code focus on how architects should conduct themselves and interact with their clients, Division 3 recognises that architects must be supported by adequate systems, resources and records. Clauses 14 and 15 of the Code seek to ensure that an architect’s practice is organised and managed in a professional way.
(1) An architect who has entered into an agreement with a client to provide architectural services must keep documents in accordance with this clause.
(2) The following documents in relation to the provision of architectural services under a client agreement must be kept—
(a) the agreement in writing signed by the client;
(b) correspondence;
(c) records of financial transactions;
(d) records of client instructions and meetings related to the services provided to the client;
(e) photographs of work in progress;
(f) project journals, diaries or the like;
(g) drawings and other relevant documents;
(h) a record containing the details of the architect responsible for supervising the work carried out.
(3) Documents must be kept for the longer of—
(a) a period of 10 years after the completion of the architectural services; or
(b) the limitation period under section 134 of the Building Act 1993.
Good record-keeping is an important component of any professional practice.
Good records protect both architects and clients. In the event of a complaint or dispute, the architect's records are the primary evidence of what was agreed, what was done and who was responsible.
Apart from reducing the likelihood of disputes arising from competing recollections, the practice of keeping good records can also build a client’s trust and confidence in the architect because it evidences professional practice.
The duration for which records must be kept reflects the period within which building defects may be identified and claims made under the Building Act 1993. Good records will help architects defend any claims that are made.
- Implement a consistent approach to create and store all records covered by clause 15 of the Code.
- For each project, document interactions and meetings with clients and other relevant stakeholders with contemporaneous notes.
- Keep a journal or diary to document all key project developments.
- Take and date photographs at key stages of a project.
- Record the name of the supervising architect for each project and update records if the supervising architect changes.
- A document retention policy can guide decisions about whether and when project documents should be retained or archived.
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