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Photo Documentation Standards

Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: All Field Personnel

Purpose​

Establish standards for construction photo documentation to create a complete visual record of project progress, support billing, and protect against disputes.

Why Photo Documentation Matters​

"A picture is worth a thousand words—and potentially millions of dollars in disputes."

Photos Are Used For:

  • Progress documentation
  • Change order support
  • Claim defense
  • Quality verification
  • As-built records
  • Billing justification
  • Safety compliance
  • Marketing (with permission)

Photo Requirements by Phase​

Pre-Construction​

What to PhotographWhy
Existing conditionsBaseline for changes
Adjacent propertiesPre-existing damage
Site accessDelivery route conditions
Benchmarks/surveyReference points

During Construction​

What to PhotographFrequency
Overall site progressDaily (AM and PM)
Work in progressMultiple per day
Concealed workBEFORE covering
Material deliveriesEach delivery
Issues and defectsAs discovered
Safety conditionsDaily

Project Closeout​

What to PhotographWhy
Punch list itemsBefore and after
Final conditionsAll areas
Equipment/systemsAs-installed
FinishesFinal quality

Minimum Daily Photo Requirements​

Photo TypeMinimum CountDescription
Overall site2-4AM and PM, multiple angles
Work in progress3-5 per active areaShow progress clearly
Deliveries1 per deliveryMaterial and ticket
IssuesAs neededAll discovered issues
Safety1-2PPE, housekeeping

Weekly Total: 50-100+ photos typical

What Must ALWAYS Be Photographed​

Critical Documentation (Non-Negotiable):​

Concealed Work (BEFORE Covering):

  • Underground utilities before backfill
  • Rebar before concrete pour
  • In-wall framing before drywall
  • Above-ceiling work before tiles
  • Roofing layers before covering
  • Any work that will be hidden

Existing Conditions:

  • Site before any work
  • Areas before demolition
  • Adjacent properties
  • Conditions that may be disputed

Deliveries:

  • Material upon arrival
  • Condition (especially if damaged)
  • Quantities (counts if possible)
  • Delivery ticket

Issues and Defects:

  • Damage discovered
  • Defective materials
  • Defective work
  • Site conditions affecting work
  • Owner-caused delays

Weather Conditions:

  • Rain, snow, flooding
  • Extreme temperatures
  • Conditions causing delays

Safety:

  • Hazards found
  • Corrections made
  • Incidents (after secure)
  • Near-misses

Photo Quality Standards​

Technical Requirements:​

ElementStandard
ResolutionMinimum 1920x1080 (2MP+)
FocusClear, sharp
LightingAdequate to see detail
OrientationLandscape for most shots
FramingInclude context

What Makes a Good Photo:​

✅ Good Photo:

  • Clear subject
  • Proper exposure
  • Reference point included
  • Shows scale (person, tape measure)
  • Context visible
  • Sharp focus

❌ Bad Photo:

  • Blurry
  • Too dark/bright
  • No context
  • Can't tell location
  • Too far/too close
  • Obscured subject

Photo Organization​

File Naming Convention:​

[Project#]_[Date]_[Location]_[Description].jpg

Examples:
PRJ001_20260201_Level2_ConcreteFormwork.jpg
PRJ001_20260201_Roof_InsulationInstall.jpg
PRJ001_20260201_Site_DeliverySteel.jpg

Folder Structure:​

/Project Photos
  /[YYYYMM] (by month)
    /[YYYYMMDD] (by day)
      Photos for that day
  /Categories (alternative)
    /Existing Conditions
    /Progress
    /Issues
    /Submittals
    /Closeout

Metadata/GPS:​

  • Enable GPS tagging on camera/phone
  • Include date/time stamps
  • Don't edit timestamps

Photo Taking Best Practices​

Before Taking Photo:​

  1. Clean camera lens
  2. Check lighting
  3. Frame the shot
  4. Include reference point
  5. Verify GPS is on

While Taking Photo:​

  1. Hold steady
  2. Use both hands
  3. Take multiple shots
  4. Vary angles if needed
  5. Check result immediately

Context Tips:​

Include Scale Reference:

  • Person in frame
  • Tape measure
  • Known object size
  • Grid lines visible

Include Location Reference:

  • Column lines
  • Room numbers
  • Grid markers
  • Signage

Show Before AND After:

  • Issue found → Issue resolved
  • Progress start → Progress end
  • Existing → Changed

Concealed Work Photography​

CRITICAL: Photograph Before Covering​

Underground Work:

  • Excavation open with utilities visible
  • Compaction before backfill
  • Pipe inverts and connections
  • Bedding material

Structural:

  • Rebar placement before pour
  • Embedded items before pour
  • Connections before enclosure
  • Welds before cover

MEP Rough-In:

  • Wall cavity with rough-in
  • Above ceiling before tiles
  • Floor penetrations
  • Valve/cleanout locations

Waterproofing:

  • Surface prep
  • Membrane application
  • Flashings and transitions
  • Before backfill/cover

Issue Documentation​

When Issue Found:​

  1. Overall shot - Show context/location
  2. Mid-range shot - Show affected area
  3. Detail shot - Show specific issue
  4. Reference shot - Show specification/drawing reference if applicable

Issue Photo Checklist:​

  • Location clearly identifiable
  • Issue clearly visible
  • Scale reference included
  • Multiple angles captured
  • Before AND after (when resolved)

Photo Documentation for Specific Purposes​

Change Order Support:​

  • Conditions different from plans
  • Existing conditions discovered
  • Owner-directed changes
  • Field changes required

Delay Documentation:​

  • Weather conditions
  • Access issues
  • Owner interference
  • Missing information impact

Quality Issues:​

  • Defective materials
  • Defective workmanship
  • Before correction
  • After correction

Safety Documentation:​

  • Hazards found
  • Corrections made
  • PPE compliance
  • Site conditions

Photo Storage and Backup​

Storage Requirements:​

  • Cloud backup (automatic)
  • Project server copy
  • Never delete originals

Retention:​

  • Keep all photos for project duration
  • Keep 6+ years after completion
  • Keep indefinitely if disputes possible

Access:​

  • Project team access
  • Searchable by date/location
  • Quick retrieval capability

Using Photos in Reports​

Daily Reports:​

  • Include 5-10 representative photos
  • Caption each photo
  • Reference specific activities

Pay Applications:​

  • Progress photos to support percentages
  • Before/after for completed items

Change Orders:​

  • Conditions photos
  • Work in progress
  • Completed change work

Mobile Photo Tips​

Smartphone Settings:​

  • Enable GPS/location
  • Enable date/time stamp
  • Set to highest resolution
  • Auto-backup to cloud

Field Tips:​

  • Keep lens clean
  • Charge battery daily
  • Have backup device
  • Download daily

Photo Don'ts​

❌ Never:

  • Delete original photos
  • Edit photos (crop, filter) without keeping original
  • Manipulate timestamps
  • Stage or fake photos
  • Miss concealed work
  • Wait until end of day (take as you go)
  • Daily Reporting Procedure
  • Change Order Management
  • Incident Reporting Procedure
  • Document Control

Software Integration​

BLDR Pro Features:

  • Automatic GPS tagging
  • Automatic date/time stamp
  • Direct upload to project
  • Organized by date/location
  • Searchable library
  • Integration with daily reports

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