Construction site technical file: what it contains and how to prepare it

By Andon Kristo · Inxhinier ndërtimi / strukturist i licencuar (K.1530/2) · 7 min read

The technical file is the entire set of documentation that accompanies a construction project from start to handover. This guide explains what it contains, who prepares it, and how to organize it correctly — plus how to generate it automatically with AIDA Construction OS.

What is the construction site technical file

The technical file is the organized collection of all documents that prove a construction object has been built according to the design, standards, and technical execution conditions. It serves as evidence of quality during execution, during commissioning, and for any subsequent verifications.

What does a technical file contain

A complete technical file typically contains:

• Start-up documents — building permit, execution design, work schedule.
• Work diary — daily log of site progress.
• Inspection records — technical verifications of work processes.
• Records of concealed works — for works that are covered (foundations, waterproofing, installations).
• Material approvals — certificates, performance declarations (CE/DoP).
• Quantity survey books and statements — measurements and volume calculations.
• Health and safety documents (H&S) — safety plan, notices, incidents.
• Handover documents — handover certificate, O&M manual, warranties, as-built.

Who prepares the technical file

The technical file is prepared jointly by the contractor (executor) and the technical supervisor of works. The contractor provides the execution and material documentation, while the supervisor checks and signs the inspection acts and records.

Most common mistakes

• Documents that are missing or filled in at the end, not during execution.
• Records of concealed works that cannot be recreated after the work is covered.
• Inspection reports with generic descriptions, without dimensions and tolerances.
• Lack of material certificates at the time of placement.
• Inconsistencies between the diary, statements, and records.

How to generate it automatically

AIDA Construction OS builds the technical file during execution, not at the end. Each module — diary, inspection records, concealed works, material approvals, handover — produces the corresponding document with technical content specific to each process, and exports it in PDF ready for signature. Thus the file is kept complete and consistent without manual work at the end of the project.