The hook
Project documentation is the defensible record of what was done, when, by whom, and why. Field books, calculation sheets, drafting versions, email correspondence, signed contract — all archived for years (often decades) after the project closes.
Memorize these
Concepts that show up on the exam
Project file
The complete record of a single project: contract, scope, field notes, comps, drafts, deliverables, correspondence. Everything in one organized location.
Retention period
How long to keep records. State surveying boards typically require 5-10 years; statutes of repose may extend exposure. Many firms keep "forever."
Original field book
The paper or digital field record AS RECORDED. Edits don't replace originals; both are kept.
Calculation log
Numbered sheets of comps with date, surveyor initials, and references. Spreadsheets and CAD files supplement but don't replace the log.
Document control
Version numbering on drafting files. Knowing which version was sent to the client and which was their last comment is critical.
Backup
Off-site, encrypted, tested. Cloud + local + occasional verification of restore. A flood / fire / ransomware that destroys the project file destroys the firm.
Test yourself
How well did it stick?
A quick 5-question check on Project Documentation and Records. See where you stand and what to review.