What Is Construction Project Closeout?

From the beginning of a construction project to the construction project closeout, every document revision, addition, or edit needs to be clearly documented, recorded, and archived.

As the project comes to a completion the final “as-built” construction plans, along with any warranties and specification manuals, are some of the deliverables that must be summarized in a final construction project closeout report.

All applicable activities related to the project involving any and all construction phases, as well as the formal closure will be included in the project closeout report.

Construction Project Closeout Process & Agenda

The Agenda for a project closeout may include:

  • Administrative Closure
  • Contractual Closure
  • Verification and Acceptance of Project Deliverables
  • Post-Project Assessment
  • Lessons Learned from the Project
  • Post-Project Evaluation and Review
  • Recognition and Celebration of Outstanding Work Accomplished
  • Completion and Archiving of Project Final Records
  • Transfer of Knowledge to Those Continuing or Maintaining Operations

Construction Project Closeout Documents

All of the steps mentioned above carry with them the obligation to provide complete and accurate records of all steps undertaken. On large projects with multiple contractors and working within governmental, environmental, or industry guidelines, the paperwork alone can quickly swamp even the most prepared and organized office.

PRI Graphics in Phoenix, follows best practices throughout the construction project closeout process. They understand how imperative it is to have an accurate paper trail of all that has transpired during the construction project’s development. Items on the project closeout list might include:

  • Concept Documents
  • Submission Documents
  • Construction Plans
  • Developmental Phase Documents
  • Specification Manuals
  • Safety Documentation
  • Warranty Documentation
  • Distribution Phase Documents
  • Government or Environmental Agency Documentation

Closeout Activities

With accurate document scanning and archiving (plus storage and retrieval services or printing, if necessary) even if there are hundreds or thousands of construction documents, compiling your construction project closeout report should be relatively easy.

Phoenix printers PRI Graphics, uses the latest printing software to track every edit, addition, and revision to your construction documents. Along with expert scanning and archiving plus document storage and retrieval services, they also offer professional document distribution services.

Your records will be organized using the latest tracking software and a document management system designed to handle any level of information intensity. As a result, any revisions or amendments done throughout the evolution of the construction project can be documented, archived, and retrieved accurately and efficiently.

Closeout Process

Regardless of your construction document printing needs, the expert staff at PRI Graphics in Phoenix, AZ have the knowledge and experience in dealing with file management, scanning, archiving, organizing, and even OCR (Optical Character Recognition) related tasks.

For accurate project closeout best practices and help with document scanning and archiving throughout the life of your construction project, PRI Graphics can be reached at 602-393-3131, by email, or by calling Toll Free at 877-409-8889.


More Construction Industry Related Articles:

4 Benefits of Document Scanning and Archiving

Why Do Document Scanning and Archiving?

Whether you need it in black and white or in color, document scanning and archiving will provide your company with four key benefits including:

  1. Saving you storage space
  2. Saving you time – better document organization and retrieval
  3. Saving you money – less overhead
  4. Immediate access to all versions (complete with all edits and highlighting)

Less Storage Space Required

Phoenix printers, PRI Graphics, uses small and large format scanners as part of their electronic archiving and records management system. This means that all your important documents, regardless of size, can be captured and preserved in the best possible format for your needs. This electronic document scanning and archiving system will help you eliminate the need for costly storage of actual physical copies while decreasing your company’s overhead. We work a lot with construction companies that need to accurate records from the initial start on through to Construction Project Closeout.

Faster Access and Easier Document Retrieval

Since all of your important documents will be scanned and filed according to your specified criteria (by name, date, indexing, and the files and folder system you specify), they will be much easier to locate and access. All your documents will be scanned in high resolution and organized at your discretion. This will allow you to not only find and retrieve them faster, but also print them (if necessary) in hard copy format idential to the original scanned hard copy document. Electronic document archiving means that important documents can easily be available and printed, or shared electronically on CD, DVD, or USB.

Decreased Overhead

By law, all businesses are required to keep a record of all tax documents for seven years. Depending on your type of business, this can be an exceptionally high volume of important documents. In the past, businesses were forced to keep hard copies of everything. All  those hard copies would take up a lot of floor space and the cost of this excess storage would add up quickly, negatively impacting the company’s overhead. Today, saving hard copies is an unnecessary expense. With electronic document scanning and archiving, companies can now keep an accurate record of all their important documents without having to keep any hard copies. So, if the tax department does request further information, any needed document can be instantly accessed and printed or shared using this electronic document management system.

Immediate Access to All Document Versions

During the process of doing business the same important document may undergo frequent changes or revisions and pass through the hands of numerous people. For a lot of companies, it is imperative to not only accurately document and archive each revision, but also be able to easily access and retrieve any specific revision as needed. Through every stage of the document’s creation every detail, edit, highlighting, addition, or revision can be scanned and archived, and then added to the electronic document storage and retrieval system. Document scanning and archiving is highly cost effective, highly efficient, and for today’s modern business practices, it is ideal for document storage and retrieval, as well as for efficient document distribution.

Still Have Questions About Document Scanning and Archiving?

To get the most out of any document scanning and archiving services it will be necessary to carefully plan the document storage and archive procedures. The experts at PRI Graphics in Phoenix, Arizona can help you develop and implement the best electronic document management system for your business.

You can reach them by email or at 602-393-3131, or by calling Toll Free at 877-409-8889.


Here is another interesting article for Creating a Policy for Document Archiving.

B&W CAD Printing & Document Distribution

A CAD drawing printing service might not be the first idea that comes to mind when the time comes to print and distribute blueprints and other vital information about your construction project. However, overall, a professional CAD printing service can be your most economical choice.

Whether your CAD drawing print sizes need to be 8.5” x 11” or table-sized blueprint reproductions, PRI Graphics’ CAD drawing printing service in Phoenix can offer you the speed, economy, and significant quality you are looking for.

Full CAD Printing & Delivery Services

As your finalized construction drawings  and engineering prints are completed someone must be tasked with printing dozens of different B&W CAD drawing documents based on the project and the distribution of requests for proposals. Sometimes there can be dozens (if not hundreds) of contractors in numerous cities and possibly even different states that must receive them.

These contractors need to study your blueprints and schematics in substantial detail and prepare proposals related to specific portions of the development which apply to them.

Your next step will be to find a CAD drawing printing service with a whole fleet of printing devices. They must be able to complete all of your bluprints and black and white CAD printing requirements within a reasonable timeframe. They also need to successfully distribute your B&W CAD drawings to every contractor interested in bidding on the project.

PRI Graphics in Phoenix AZ can print any B&W CAD drawing to scale and deliver exact reproductions on time, and on budget, to wherever your project details need to be sent. Reach out to us by email or call us toll-free at 1-877-395-9709 to learn more.

Printing Supporting Documents

Aside from the B&W CAD drawings you need printed, there will probably also be other supporting documents that will need to be printed including:

  • Specification books
  • Training manuals
  • Environmental inspection reports

View this Wiki page of Architectural Reprography for additional information.

In fact, there can be host of other important documents necessary to adequately inform every participant in the process. Participants can range from lawyers and surveyors to the state land department and even surrounding communities potentially impacted by the development.

And don’t forget the multiple copies of B&W CAD drawings you will need to distribute to the various branches of the city and state when it comes time to apply for permits. PRI Graphics can ensure that your printing projects run smoothly from conception to completion.

Phoenix CAD Drawing Printing Service

Whether you need simple CAD layout in black and white for the contractors (so they can submit them to the city or other government agencies for permit purposes), or mylar drawing displays required by city councils to present and discuss with the public, PRI Graphics has the CAD drawing printing service to handle it all.

PRI Graphics is capable of producing almost any type document, blueprint, or CAD drawing with consistency and accuracy and can distribute and deliver your printed materials to all the key parties involved.

Contact the experienced printing professionals at PRI Graphics today and put your mind at ease about printing documents large and small, including blueprints and B&W CAD drawings.

You can reach PRI Graphics locally in Phoenix, at 1-602-393-3131

Or call toll-free at 1-877-409-8889.

Architecture and Construction Graphics Printing

Major renovations, new construction sites, and even road construction all require construction graphics and signage not only to inform but also to help keep employees and the public safe.

Construction graphics are essential for busy and sometimes even confusing construction sites. Architecture and construction signage can be printed to provide workers, visitors, delivery people, and the unsuspecting public with clear information regarding the project and how to remain safe.

Developers and project owners will also use construction graphics as sales tools, compliance statements, and as advertising and promotional pieces.

In this post, our Phoenix printers at PRI Graphics will highlight the many different forms of construction site printing that we do for our clients including:

  • Site Under Construction and Safety Graphics
  • Architecture Constructions Signs
  • Directional and Wayfinding Graphics
  • Construction Fence Graphics
  • Advertising and Promotional Construction Graphics

Safety & Site Under Construction Graphics

Safety is extremely important in any work zone. Construction site graphics can be printed to indicate the location of first aid stations, fire escape routes, and the presence of high voltage electricity, asbestos, or other dangerous processes such as blasting that need to be clearly identified.

The Globally Harmonized System of Classification and Labelling of Chemicals (GHS) requires hazardous substances (and mixtures) within the construction site to be labeled correctly in accordance with specific GHS guidelines.

Other site construction graphics printing can be done to create signage, operating procedures, placards, identification labels, or process sheets related to the safe handling and storage of hazardous products. Orchestrating safety within high activity construction zones requires strategic placement of these types of hazard signs.

Architecture and Construction Graphics

PRI Graphics also offers specialized CAD printing services for architecture and construction printing. These services include scanning and archiving plus document distribution of all versions of engineering and architectural drawings. We also offer presentation support, specification manuals, and professional project closeout services.

Wayfinding and Construction Directional Signs

Road signs indicating traffic flow pattern changes help keep vehicle congestion from inhibiting work. They also provide safe routes of travel throughout the construction zone for visitors, employees, and contractors.

Wayfinding and construction directional signs can be printed to help guide contractors to the construction office and parking, or guide a visitor to the washrooms, or help a site employee find the lunchroom or first aid center.

As well, bulletin boards for safety and health information can be provided in lunchrooms or places applicable to congregations of site employees.

Wayfinding construction signs can also be used to indicate where large vehicles are turning plus if they are backing up and where delivery companies need to unload supplies or equipment.

Construction Fence Graphics & Wraps

Fence wraps and construction fence graphics can be single or double-sided. They are a great medium for promoting your project and/or an event like a grand opening or the completion of a new construction project. Developers and construction companies will also use construction fence wraps to provide privacy for the construction site.

Advertising & Construction Promotional Signs

Like construction fence graphics, banners and construction signage can be printed to promote or advertise your project. These display signs might also indicate the companies involved in the project and where to find the site sales and field marketing office.

About PRI Graphics

As a family-owned company, PRI Graphics operates two printing facilities including Phoenix , AZ. Our professional printing services include in-house graphic design plus large format printing, digital printing, and personalized CAD printing.

For more information or if you have any questions about printing architecture and construction graphics and signs, please contact us online or send us an email.

You can also reach us by phone at 602-393-3131 or call us toll-free at 1-877-409-8889.

For examples of sign types and shapes, check out Arizona Department of Transportation’s Manual of Approved Signs.

You might also be interested in these articles:

Construction Project Closeout
Construction Document Distribution
Mesh Banner Printing

What is Document Distribution?

In construction and engineering, a document distribution system is one that organizes, manages, and circulates important documents to all parties involved.

In the life of any engineering or construction project, many revisions and updates will be made. All changes and all versions of important documents must be cataloged, stored, and accessible at all times.

Therefore, architectural and engineering firms, as well as construction companies, will often rely on their professional printers for document management and storage.

Not only must the printer like PRI Graphics in Phoenix AZ maintain and manage all document versions, but they also must create an efficient document distribution system. This includes all aspects of scanning and archiving, storing, copying, printing, and distributing on demand, whatever version of a document is requested.

Without this consistent flow of information storage, retrieval, and distribution, most ventures would grind to a halt.

Document Management and Distribution

Architects, engineers, contractors, construction teams, and even office staff all rely on an efficient document distribution system. They must have easy access to all versions of the same document, as needed, in order to perform their duties. Efficient document distribution helps to keep everyone involved up-to-date.

Document management and distribution can include everything from architectural drawings and blueprints to graphics, presentations, specifications, invoices, and much more.

Project document distribution also includes whatever format the client is requesting, whether that is a printed hard copy or a digital version stored on a hard drive and shared electronically.

Everyone involved in the project needs to be immediately aware of changes as they apply to their aspect of the venture.  This allows any safety, construction, or design issues to be addressed immediately and efficiently.

Unified Source of Information

Throughout the life of the project, everything needs to be documented and accessible through one source. That means recording all changes, who signed off on the changes, and to whom (and when) the documents were distributed.

The success of every venture relies on having a unified document distribution system that is tightly managed and controlled. This system helps to keep a digital trail of all document activities throughout the history of the project development.

About PRI Graphics

PRI Graphics proudly serves both Phoenix , Arizona. We offer professional printing services plus project document distribution services for contractors, construction firms, engineers, architects, consultants, and owners.

Let us create and manage a document distribution system for your next project. We can also assist your team with color or black and white printing services including CAD printing, Digital printing, and Large Format printing. To learn more about document management and distribution, please contact us online or call us at 602-393-3131.

We can also be reached through our toll-free number 1-877-409-8889 or by email.

For additional information, see the related Wikipedia page entitled Document Management System.