Best Practices

Construction Documentation Best Practices

Good documentation doesn't happen by accident. These best practices ensure your construction camera provides maximum value for progress tracking, dispute protection, and stakeholder communication.

Camera Placement

Capture the full site in frame – Shows overall progress and context for any detail
Position at elevated points when possible – Higher angles reduce obstructions and show more area
Consider sun position – Avoid shooting into sun; backlit photos lose detail
Plan for construction phases – What's visible changes; may need to reposition later

Capture Frequency

Every 5 minutes for active phases – Captures meaningful progress without excessive data
Hourly for slower phases – Reduces data while still documenting daily changes
Increase frequency for critical work – Concrete pours, lifts, etc. benefit from more detail
Maintain consistent schedule – Gaps in documentation weaken the record

Privacy & Compliance

Enable face blurring from day one – Simplifies GDPR compliance and sharing
Use privacy zones for neighbors – Avoid capturing adjacent private property
Post appropriate signage – Inform workers and visitors of recording
Define retention periods upfront – Know how long you'll keep photos and why

Organization & Access

Grant access based on need – Not everyone needs full archive access
Use consistent naming conventions – Makes finding specific dates/events easier
Export key milestones promptly – Don't wait until project end to document important moments
Review weekly for quality – Catch issues (obstructions, focus) before they persist

Common Mistakes to Avoid

Mistake

Setting up camera and forgetting it

Better Approach

Review weekly to ensure quality and adjust as needed

Mistake

Capturing only during work hours

Better Approach

24-hour capture can document overnight issues, weather, etc.

Mistake

Deleting photos too soon

Better Approach

Keep photos at least through warranty period; claims can arise later

Mistake

Not sharing with stakeholders

Better Approach

Camera access is a service; clients appreciate visibility

Mistake

Ignoring privacy requirements

Better Approach

Enable face blurring and privacy zones from the start

Frequently Asked Questions

What's the most important best practice?

Consistency. A camera that captures every 5 minutes, every day, creates a reliable record. Gaps or irregular capture undermines documentation value. Set up once, verify it's working, and maintain the schedule throughout.

How often should I check my camera?

Weekly review is recommended. Verify the camera is capturing, photo quality is good, and the view isn't obstructed. This takes just a few minutes and catches problems before they create gaps in your record.

What resolution should I use?

12 megapixels is sufficient for most projects—it provides good detail and reasonable file sizes. 64 megapixels is worth it when you need to zoom into fine details or document very large sites where distant detail matters.

How long should I keep photos?

At minimum, keep photos for the project duration plus the defect liability / warranty period (often 1-5 years depending on contract). For projects with ongoing litigation risk, longer retention is wise. Define this upfront.

Related Topics

Construction Documentation

Complete documentation guide

Insurance Claims

Documentation for claims

Claims Defense

Protecting your position

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