We have a requirement to include reference to record-keeping responsibilities in new engineering contracts which our organisation will be signing with contractors. We are particularly concerned that we shall have proper access to contractors' accountable records which show the cost of works carried out etc, so that we can make proper claims against these, to external funding bodies. The contractors do not object - we *merely* need to get the contract terms correctly written.
The requirements' starting point will therefore be along the lines that:
1. The division of responsibility for keeping original records of work contracted for, costed, carried out and paid for etc, will be determined between ourselves and the contractor on the basis of ...........
2. The contractor will be required to keep all original relevant records for [specified periods to be determined...as yet not fully specified nor determined !]
3. In default of this the contractor will indemnify our organisation against the effects of not keeping such records etc...
I would be very grateful for any advise as to existing forms of words, or other experience, which will assist us to cover these points within a contract. Obviously, we shall be getting a legal viewpoint - what I am seeking here is the practical records management perspective.
Replies off-list would be welcomed by...
Paul Sillitoe
Head of Archives and Records
The Waterways Trust
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