We have two binders. One is for all invoices and copies of invoices from trades. I store that chronologically and then also keep the cost sheets in there that show how much we have spent, have left to spend etc. In addition to that I have another binder with tabs that has contracts, timelines, exterior plans, interior plans, finishes, design ideas and important correspondence. That all said I find all of what I've done entirely redundant to what is online. Almost all of what I have in binders is in a New House folder on my email and much easier to search and find through.

Aside from the contractural and financial matters, one good way to organize, file and retrieve construction related matters is to use the CSI specifications format. Google CSI specifications and look at how a construction project is specified.

We have two binders. One is for all invoices and copies of invoices from trades. In addition to that I have another binder with tabs that has contracts, timelines, exterior plans, interior plans, finishes, design ideas and important correspondence.

This is similar to the system I have started. I'll likely stick with it for now. If I need to adjust down the line I will.

That all said I find all of what I've done entirely redundant to what is online. Almost all of what I have in binders is in a New House folder on my email and much easier to search and find through.

This is exactly why I'm asking! I thought it was just me. :) It is hard to manage this when I'm working. I don't ever have time to print something before my meetings (always running!), so I feel like I need a paper file (in addition to the electronic file) to grab and run out the door.

one good way to organize, file and retrieve construction related matters is to use the CSI specifications format

Hadn't really thought of that. Thanks for the tip.

All aged items that I don’t need to carry around but want to keep are stored in my “box” that I keep brochures, catalogs, samples, mock-ups, etc.

This is where I was going with this. All the brochures and samples can take over your space and are so bulky. Maybe I'll have a box of "choices" and a box of "final picks".

Thanks for every one's help!

I have a notebook where I record anything and everything about the build. I started it when we were in the process of choosing an architect and our builder. I take notes on all phone conversations and walk-throughs with the builder. And the notebook goes with me wherever I go - easy to transport and quick to find info to refresh my memory. I'm also keeping track of dates of the phases for posterity.

I've found it helpful to print some quotes and drawings to have in my paper files. (I can pore over the cabinet plans to be sure all the details are right.) Those go in folders in a bag that also goes everywhere with me. Add in the house plans, cabinet samples and now paint samples. Just glad the tile store wouldn't let me keep the tiles - I'd be toting those all over, too!

Take lots of photos, too - not just for the memories. Our builder was trying to tell the septic system crew where a pipe was and I said, here you go, I have a photo. The builder said a homeowner's photos saved him one time when an inspector was questioning the rebar in concrete.

I also took photos of the construction around the windows and marked them up with measurements. That way, in the future when I am hanging window treatments, I'll be able to find the studs! And when we walked through with the electrician after he had completed the rough-in, I took pictures of his labels on the switch boxes. How did we exist without our smartphones?

Enjoy the journey!

Jackie...this sounds exactly like my dd with her whole house renovation. She did the same thing when we were planning her wedding. I wish.....

One item I didn't see mentioned: make sure you keep a copy of the signed lien releases. These are the releases signed by the subs that the GC pays after you pay him/her. Very important to have that documentation even if the bank has it already. Keep a copy for your own records.

ETA: If you are building for cash, it is even more important to have each and every lien release signed by the subs

I kept it all in my head. I'm not saying I have a particularly special head or anything, but I sort of didn't want to keep exact track of every receipt and invoice. Making sure material that was paid for was in fact there and not stolen was a priority. I luckily had a healthy budget. After going through it, I could not imagine building a house of any size and cost if money was tight. It would be stressful beyond belief. I have a Google phone with unlimited photos. So I would snap hundreds of pictures of everything everyday, even papers that I thought might be useful. Google photos lays it all out in lovely chronological order for later use.

taconichills most people have a budget and need to keep track! Very few have the luxury of just doing whatever they want.

The challenge with consumers "...snapping hundreds of photos..." is that not very many consumers know what to photograph, when to do it or what the photos mean, if anything.

One doesn't know what one doesn't know...

My builder uses the Buildertrend software package. I have found it very helpful since my home is being built in another state. You may want to check out this software.

Spreadsheet for money. Three disc bound notebooks - one for permits, one for build, one for finishes/fixtures/etc. Plastic envelopes and folders keep the paper copies of everything. All papers are scanned, I keep a copy on the computer, print copies for appropriate notebook.

I love the disc bound notebook system, and have found it to fit super well with keeping track of everything. I also couldn't live without (okay, slightly dramatic) my document scanner -- it makes everything so much better!! GC just called me yesterday morning, and needed some numbers to setup inspections - I just emailed him the scanned building permit, which had everything - super easy and quality far exceeds taking a photo of a paper with a smart phone.

The analog version is a well tabbed 4" binder or two, plus an alpha expanding file for invoices, expanding files for permits & stamped plans, etc. all of which fit into a file box at completion. The current digital version is google drive instead of the binder, which is accessible remotely. The amount of paper created by the current ability to create specifications is almost infinite. Photos are another issue, but sub directories & labels are keys to organization.

There are a few formatted systems out there but they almost take another person to manage.

For cost management, I organize along the lines of lender cost breakdowns, similar to FHA & NAHB formats, 50-60 main line items. Typically these formats are similar to the order performed during construction. Its important to track budget vs actual at every line item in order to manage the totals. Understand details such as whether the window bid includes installation or is FOB a warehouse and do not assume each window supplier bids the same way, same with plumbing contractors, electricians, etc. Understand which materials are included in each bid. Too many see that big total budget line and overspend early on a few key selections.

For selections, you cannot make them soon enough. That doesn't mean ordering, but being ready to order. Unless you're outfitting the home from the local home supply retail warehouse and are OK with their existing stock (and some do) much of the stuff in your home comes with lead times, especially if it comes from overseas in containers that need customs clearances (tile, some cabinets, fixtures, etc.) or in the case of cast iron tubs and sinks, might be awaiting for a burned down plant to be rebuilt.

The OP wrote "...I'm trying to get a decent file management system in place to manage the build..."

The most critical and essential first step is to understand the various categories of information that you may want to monitor.

There's some very good information in the posts above, but there's also a lot of confusing personal mish-mash for filing X, Y and Z, all of which are simply personal preferences by folks without a lot of explanation as to why or when...or even if it's really valuable to do it that way.

That's the challenge of posting online and asking for "how to"...folks respond, but often give little or no explanation.

Thus, your very first step is to carefully consider and identify all of the major categories of information and how you want to be able to file and retrieve information in each category.

As I mentioned before, architects often use the Construction Specifications Institute (CSI) format (or some other common system) for specifications of all elements of a construction project. That organizational system, commonly used by architects, should be a good tip as to how one might organize all aspects of information directly related to the construction of the project.

Mortgage, financial, jurisdictional approvals and administrative functions, outside the direct construction site, are completely different, of course, and illustrate the need to sit down and carefully identify all of the various categories of information that will be involved, both on and off the construction site.

Or one could simply retain and pay an architect to handle this phase of the work.

I'm glad you asked this question because I'm figuring it out too. Last time we built a house it was partly prefab and there were far fewer decisions to be made. At that time I had a folder on my laptop for various links, specs, etc. and I had a Word table with info for every room.

This time, I'm keeping it all on Google Drive so that the builder and my husband and our architect can all access it.

I have a spreadsheet with one row per room/area, but that's not enough. So now I'm thinking I'll have a link in each room row that goes to a text document (also stored in Google Drive) so that I can write more detailed notes, such as "see p. 28 of Creating the Not So Big House" or "do we need a Solatube here?".

My husband is great at keeping track of the money, but I think I'll also have a tab in my spreadsheet for purchases.