Document matrix: purpose, owner, format, when needed.
One view of every document you need—planning to handover—for HVM bollard and crash rated bollard work. We assign authors and approvers, set minimum content, and tie file naming (911 File Index & Naming Rules) to traceability. Use this to assemble submission packs (938 Submission-Pack Guidance, 717 Authority Submittals), QA evidence (714 ITP, 716 Evidence Capture Standards), and O&M/handover (733 O&M Manuals, 736 Handover Pack Index, 739 Closeout Checklist & Retention) without last-minute scrambles. Include one-sentence context that naturally links upward to the parent hubs (this section and the chapter hub). Add SIRA context with a link to SIRA Bollards (UAE) when relevant. Link installation pages only if helpful: What to Expect and Installation Guide.
Important: This is a general guide. For live projects we develop a tailored
Method Statement & Risk Assessment (MS/RA) and align with authority approvals (e.g., SIRA) where in scope.
135.1 Documents by project stage
Plan: VDA/site forms (211–229, 912–913). Design: arrays/spacing and calcs (321–326, 232, 331). Build: ITP/records (714–716). Commissioning: SAT scripts/results (631–639). Handover: O&M (733–739). Applies to both HVM bollard and crash rated bollard work.
Start with the site capture set: 210 Site Assessment, then file the checklists and forms under 912 Site Assessment Template and 913 VDA Worksheet. Your 220 Vehicle Dynamics Assessment drives design-stage calculations and 321 Array Patterns; keep these paired with 232 Spacing rules and 331 Impact loads & foundations.
For build and commissioning, maintain a living ITP with hold/witness points, evidence templates (716), and the SAT set: 630 Commissioning & safety tests through 638 SAT / Witness Procedure. Close with 733 O&M Manuals and 736 Handover Pack Index.
| Aspect | What matters | Where to verify |
|---|---|---|
| Performance | Tested system (bollard + footing) | Crash Ratings Explained |
| Operations | Duty cycles, fail-state, safety | Installation Guide |
135.2 Who prepares each item
Consultant: VDA, specs, arrays (221, 433, 321). Contractor: ITP, records, as-builts (714, 731). Vendor: certificates and variant limits for each crash rated bollard (431, 415). All support HVM bollard acceptance.
Typical split: the consultant leads 432 Design selection and 433 Specification; the contractor owns 714 ITP, site logs, and 731 As-Built Drawings & Models; the vendor supplies 431 Documentation & Certificates and 415 Product families/variants that bound substitutions.
135.3 Who reviews/approves
Engineer/authority review packs (717, 938). SAT witnesses close HVM bollard logic (638). Certificates validate any crash rated bollard claim (431).
Use the 938 Submission-Pack Guidance to assemble a reader-friendly index, and follow 717 Authority Submittals for booking, formats, and SIRA notes (UAE). For witnessed tests, align your SAT script with 638 to avoid re-tests.
135.4 Minimum content per doc
Clarity, codes, dates, and cross-refs. HVM bollard docs must show clear gaps (232). Crash rated bollard docs must include rating strings and dependencies (413, 421).
At minimum, each document includes: scope, date/version, accountable owner, inputs/outputs, and exact references (page codes, drawing numbers). For design submittals, include a rating string per location, and prove 421 rating-critical dependencies (foundation class, spacing, ground conditions).
135.5 File naming & versioning
Follow 911/115 for traceability. This links HVM bollard drawings to photos and ties crash rated bollard certificates to specific arrays.
Adopt the 911 File Index & Naming Rules and the ref-code policy in 115 Versioning & Numbering. Use stable prefixes, dates (ISO-8601), and a consistent transmittal log so reviewers can match photos, drawings, and certificates to each array pattern.
135.6 Traceability & cross-refs
Every statement references a page code or drawing (931). HVM bollard ITP lines cite 232/626; crash rated bollard claims cite 431/421.
Use drawing standards in 931 CAD/BIM Standards and keep ITP steps cross-referenced to 232 Spacing rules and 626 Datum & Alignment Checks. For ratings, pair 431 Certificates with 421 Dependencies so substitutions cannot erode intent.
135.7 Storage & sharing rules
Centralized repository, read-only finals, logged changes (537). Keeps HVM bollard records intact and protects crash rated bollard evidence chains (444).
Structure a single source of truth with permissions. Keep “finals” read-only and log changes via 537 Change Control & Versioning. For evidence integrity, follow 444 Evidence & Documentation practices: immutable PDFs, photo timestamps, and reviewer checklists to maintain the evidence pack.
135.8 Submission checklist
Use 938 with tick-boxes for arrays, foundations, controls, and certificates. Ensures HVM bollard and crash rated bollard items aren’t missed.
Assemble your 938 Submission-Pack Guidance with an index cover (917 Submission Index & Covers) and the right forms (918 Witness & Inspection Forms). Book witnesses early, per 638 SAT / Witness Procedure, and note UAE SIRA specifics if in scope.
135.9 Final archive structure
Index by stage/code; include PDFs, native files, photos. Archive HVM bollard SAT sets and all crash rated bollard certificates/version notes.
File the archive under stage folders (Plan, Design, Build, Commission, Handover) and mirror ref codes. Include native sources (DWG, XLSX) alongside “snapshot PDFs”. Keep a transmittal log, list of superseded files, and retention notes (see 739 Closeout & Retention).
Related
External resources
135 Required Documents Map — FAQ
What’s the quickest way to confirm I have every required document for a submission?
Use the Submission-Pack Guidance (938) with the Submission Index & Covers (917). Tick arrays/spacing, foundations/dependencies, controls/safety, and certificates. Add witness bookings if SAT is in scope.
How do I keep traceability between drawings, site photos, and certificates?
Follow 911 File Index & Naming Rules and 115 Versioning & Numbering. Use consistent file names, page codes, and a running transmittal log so reviewers can audit each claim.
What UAE/SIRA specifics should I plan for?
Check SIRA Bollards (UAE) for submittal formats, language, and witness expectations. Align booking windows with 638 SAT / Witness Procedure and ensure rating dependencies are proved via 421.
Do you provide templates for evidence and handover packs?
Yes—see the 910 Downloads hub: evidence capture templates (916), submission covers (917), witness/inspection forms (918), and handover indexes (919). Pair these with 736 to build the final pack.