Factory quality records to request before delivery
Before modules or panels leave the factory, ask for a defined set of quality records: inspection reports, material documents, test results, photos and a nonconformance log.
A buyer of factory-built components relies on records, because the work is done where nobody from the project team is watching. Agree the list of records in the contract, ask for them in stages, and check them against the specification before shipment is released. Below is a list to adapt, not a standard one.
Records by stage
| Stage | Records to request |
|---|---|
| Before production | Approved shop drawings, material schedule, inspection and test plan, supplier procedures |
| Incoming materials | Steel and product certificates, batch or heat numbers, coating documents, supplier certificates |
| In production | Dimensional checks, fastener and weld or screw inspections where applicable, in-process photos |
| Finished unit | Final inspection report per unit, test results (for example leak or electrical tests), photographs, serial or mark numbers |
| Dispatch | Packing list, loading photos, lifting and storage instructions |
| Issues | Nonconformance log with cause, correction and sign-off |
Understanding the key documents
- A mill test report records properties of a steel batch; check that the heat or batch number matches what was used. See reading a test report.
- A certificate of conformity is a manufacturer's statement; check what it refers to and whether an independent body is involved (checking certification claims).
- An inspection report should show what was checked, against which criterion, by whom and when.
Factory inspection and hold points
Define hold points, which are stages production cannot pass until you or your inspector has signed off, for example after framing, after envelope closure, and before shipping. The factory inspection checklist and the glossary entry on factory acceptance inspection describe what to look for. If you cannot attend, ask whether an independent inspector may.
Traceability
Ask how a defect found on site can be traced back to a production date, crew, batch and inspection. Units or panels should carry marks that match the drawings and records. Without that, a repair turns into guesswork.
How to review what you receive
- Check that every record refers to the correct project, unit and drawing revision.
- Look for blanks, undated sign-offs and records that are identical for every unit (which may mean they are templates).
- Confirm that open nonconformances are closed before dispatch.
- Release shipment only after the designated party accepts the records in writing.
Keep the file
Store records with the product documentation (organizing documentation), then compare units on arrival using the receiving checklist and the damage record. Records support warranty claims (reading a warranty) and the final handover (snagging and handover).
These records document the manufacturing process. Whether the building meets design and code requirements is for the engineer of record and the local authority to confirm.
Questions people ask
Why ask for records before delivery?
Problems found in the factory are cheaper and faster to fix than problems found after installation.
Should I visit the factory?
If practical, yes, or appoint an independent inspector. Agree access in the contract.
What if the supplier has no formal records?
Treat it as a risk. Define a minimum record set in the contract before production.
Do records prove code compliance?
No. They show what was built and checked. Compliance is confirmed by the engineer of record and the local authority.
Sources and further reading
Have a project outline or drawings?
Organize your scope, then contact Digital Oro through its official channel. Availability, engineering, pricing and delivery terms need project-specific confirmation.
Explore Digital Oro →Digital Oro International advertises on The Company Chronicle. This guide was written by our editorial team from public sources and general professional practice; it does not describe a guarantee, quote or offer from Digital Oro International. Confirm current terms, prices and availability with the operator before you decide.