Convention 2.07 - Acceptable Documentary Evidence

Potential Types of Acceptable Documentary Evidence (not exhaustive)

• Building Control sign-off sheets

• Technical design information

• Manufacturer’s technical data sheets

• Calculations from an accredited individual

• Installation record / Safety records / checks

• Service / maintenance record / schedule

• Purchase Order / Delivery Note

• Operation / maintenance manual /User guide / instructions

• Letters/Emails from the architect/engineer/manufacturer’s technical support

General rule: in all cases where documentary evidence is utilised, there must be a demonstrable linkbetween visual observations taken on site and the additional documentary evidence used.

A common example is the identification of boilers where a visual inspection might be inconclusive on its ownbut the identification of a Model No. from the site inspection can be directly read across to a manufacturer’sdata sheet in order to identify the boiler efficiency. If that direct link cannot be made then the additionaldocuments cease to be acceptable documentary evidence.

This principle must be applied in all cases where documentary evidence is used, i.e. there must be a directidentifiable link between the data observed and recorded on site and the additional information obtained fromthe documents via a part no., model no. etc.

If the Assessor is confident with the source, consistency and the quality of the information provided includingletters and emails and it agrees with the visual observations on site then this should be adequate for theprocess, otherwise the information should not be used.