What Should Be Included in As-Built Documentation?

How as-builts differ from original design documents

Design documents show the intended system before installation. As-builts show the accepted installed condition after coordination, substitutions, field changes, programming, and testing. Copying the bid drawings into a closeout folder does not make them as-builts.

Every change that affects location, quantity, identity, route, termination, configuration, or operation should be reflected in the appropriate final record.

• Added, removed, relocated, reused, and owner-furnished equipment
• Final identifiers, addresses, port assignments, panel points, and software names
• Actual cable and pathway routes, intermediate points, and concealed conditions
• Approved substitutions, alternate models, and changed installation methods
• Final configuration, sequence, test results, and accepted exceptions

Final device locations and equipment information

Device schedules and inventories should match what can be found in the field. Use stable identifiers and precise locations that correspond to drawings, labels, software, test records, and photos.

The appropriate details depend on the system: cameras and recorder assignments for CCTV, controlled openings and panel points for access control, outlet and patch-panel ports for cabling, or device addresses and circuits for fire alarm.

• Device ID, installed label, description, building, floor, room, elevation, or opening
• Manufacturer, model, serial number, firmware, license, warranty, and installation date
• Panel, controller, recorder, rack, switch, port, power supply, circuit, or loop association
• Operating purpose, coverage, schedule, programmed function, and approved exception
• Installed, reused, relocated, replaced, spare, removed, or deferred status

Cable routes, pathways, labels, and identifiers

As-built cable information should trace each important connection from origin to destination and identify the pathway used. Record hidden routes while they remain visible and tie photos to pathway, sleeve, penetration, or cable IDs.

• Cable ID, type, rating, color, conductor or strand count, and approximate length
• Origin, destination, panel, port, outlet, device, splice, and intermediate point
• Tray, conduit, sleeve, riser, underground, exterior, aerial, or concealed route
• Termination, patching, pair or strand assignment, test record, and spare capacity
• Labels at both ends and any spare, abandoned, repaired, or rerouted status
• Penetration, firestopping, pull-box, junction, and access information where applicable

Network, panel, rack, and cabinet records

Network and enclosure records explain system relationships that a floor plan may not show. Capture the final state after temporary addressing, construction switches, test equipment, and unfinished point assignments have been removed.

• Hostname, IP address, subnet, gateway, DNS, VLAN, MAC address, and address method
• Switch, switch port, PoE source, server, recorder, controller, and cloud relationship
• Panel or rack ID, location, elevation, module arrangement, terminal, input, and output mapping
• Patch panels, fiber enclosures, power supplies, batteries, grounding, and spare capacity
• Software, firmware, database, license, backup, certificate, and support ownership

Field changes, substitutions, and revision history

A change record should explain what changed, why it changed, who approved it, when it was installed, and which final records were updated. This history protects the accuracy of the installed-condition package.

Substitutions should identify both the originally approved item and the installed replacement, including any effect on mounting, power, capacity, programming, testing, or warranty.

• Change number, RFI, change order, deficiency, field directive, or approval reference
• Original condition, installed condition, reason, date, preparer, and approving party
• Added, moved, deleted, rerouted, readdressed, relabeled, or reprogrammed item
• Substituted manufacturer, model, capacity, compatibility, and configuration impact
• Affected drawing, schedule, inventory, test, photo, software, and closeout record

Final configuration, testing, and commissioning results

The as-built package should connect the installed system to its final tested condition. Preserve configuration versions, backups, test reports, accepted operating values, witnesses, deficiencies, and retests.

Do not overwrite failed results after a correction. The failure, corrective action, and final passing result together provide the useful service history.

• Software, firmware, database, configuration, sequence, and backup version
• Device, cable, network, power, battery, functional, and integrated-system results
• Tester or instrument, calibration status, technician, date, witness, and procedure reference
• Expected result, actual result, exception, deficiency, correction, and retest
• Customer-accepted settings such as camera view, retention, schedules, timing, or operating sequence

Completion photos and unresolved deficiencies

Photos make as-builts stronger when they document concealed pathways, device labels, terminations, cabinet interiors, completed installations, and corrected deficiencies. A photo index should explain what each image shows and connect it to the relevant record.

Unresolved deficiencies should remain visible in the turnover package with ownership, impact, target date, and any conditional acceptance. Removing them from the final record does not make them complete.

• Device overview, close-up label, mount, connection, power, and environmental protection
• Above-ceiling route, sleeve, penetration, firestopping, junction, and concealed condition
• Panel, rack, cabinet, patch panel, terminal, battery, grounding, and cable management
• Before, deficiency, correction, and final completion image tied to a record ID
• Open issue, responsible party, operational impact, temporary measure, and target resolution

Customer acceptance, handoff, and future service records

As-builts become operational records when the customer can find, understand, and maintain them. Identify the final revision, file formats, delivery location, secure credential process, training, manuals, warranties, spares, and responsible service contacts.

Preserve native drawings, original-resolution photos, configuration backups, and electronic test files where possible. PDF copies are useful for access, but source files may be necessary for future revisions or deeper analysis.

• Customer, technician, project-manager, and required witness acceptance or sign-off
• Training topics, attendees, manuals, warranties, licenses, keys, and spare materials
• Native drawings, PDF exports, inventories, schedules, photos, test files, and backups
• Secure location of credentials, recovery information, and restricted system details
• Warranty and service contacts, known limitations, expansion capacity, and revision process