A drawing register is a structured record that helps a project team find drawings and understand the issues and revisions being tracked. It can be a simple table for a small project, but it needs an agreed owner and a clear relationship with the authoritative document system.
This guide provides an editorial example for UK project teams. It does not prescribe a naming convention, status code or permission to build. Follow the information procedures and responsibilities agreed for your project.
Decide what each row represents
Choose whether your table summarises the current record for each drawing or records every issue event. Both views can be useful, but mixing them without explanation makes the register difficult to interpret. Write a short note explaining the approach and where historic issues are retained.
For example, a current-drawing view might show one row per document reference, with a link to the relevant record. An issue history may have several rows for the same drawing as revisions are circulated. Do not delete the history simply to make the current view shorter.
Useful fields to agree
| Field | Question it helps answer |
|---|---|
| Document reference and title | Which drawing is this? |
| Originator | Who issued the information? |
| Revision or version | Which issue is being recorded? |
| Issue date and received date | When was it issued and received? |
| Purpose or status | What does the project’s agreed process say about its use? |
| Controlled link | Where should the reader obtain the information? |
| Related query or action | What remains to be clarified? |
Use the project’s actual terms for revision and status. A field labelled “approved” is unhelpful unless the team understands what was approved, by whom and for which purpose. Do not invent a universal colour or code that others may interpret differently.
Make receipt and review separate
Receiving a file does not by itself explain whether the appropriate person has reviewed it or whether it is suitable for a particular activity. If your process distinguishes those stages, provide separate fields or links rather than hiding them under a single tick.
The CIOB’s 2019 Code of Quality Management discusses document checking, approval, change tracking and clear responsibility for updates. The suggested table here is an original working aid, not a reproduction of that guidance or evidence of standards compliance.
Handle a new issue consistently
- Check the document reference and the accompanying issue information.
- Record the revision and dates using the agreed format.
- Link to the controlled record rather than an unidentified local copy.
- Identify which earlier entry or issue is affected.
- Follow the agreed distribution and review process.
If the document reference or revision is unclear, ask the responsible contact before making assumptions. Keep the uncertainty visible and link to the question so another team member does not repeat the same investigation.
Review the register as a team
Choose a few drawings used in an upcoming work package. Can the relevant people find the intended records and explain the status fields in the same way? Ask how obsolete prints and downloaded copies are identified through the project’s process.
A register is useful when it points people to reliable information and makes outstanding questions visible. It should not become a parallel source that contradicts the actual document system. Agree who resolves discrepancies and how changes are communicated.
Related project information guides
Read our construction RFI guide and advice on writing a construction project brief. For related records, see our site diary, progress report and drawing register guides.