219.1 What to capture (fields)

Site IDs, coordinates, photos, utilities, run-up, vectors, standoff, and people-flow counts. HVM bollard spacing inputs (232) and any crash rated bollard certificate references (431) sit in one form.

Capture a unique Site ID, location coordinates, and baseline photos with viewpoints marked on a simple key plan. Record potential run-up distance, approach vectors, minimum stand-off distance, and people-flow counts at peaks. Note visible utilities clues (covers, cabinets) and record any clear-gap risks relevant to spacing (see Spacing rules).

For crash performance, keep certificate references tied to the exact model and as-tested configuration. Log any local authority constraints that may later affect approvals or installations.

219.2 Site assessment form

Use 912 to standardize observations from 211. HVM bollard array options and risks are pre-tagged; space remains for crash rated bollard foundation notes (332–334).

Start with the downloadable Site Assessment Template (912) and the Site Assessment Checklist (211). The form groups findings by perimeter, approaches, people-flow, and services. It also provides fields to flag candidate array patterns and record foundation class considerations for later engineering checks (see Foundation design checks).

Use consistent filenames per File Index & Naming Rules (911) so survey data flows through submissions and approvals without rework.

219.3 VDA worksheet links

Tie 913 to scenarios (221–229). HVM bollard tier outputs and candidate crash rated bollard ratings (413) auto-populate summary pages.

Feed site observations into the VDA Worksheet (913), using the method pages (221–229). The VDA frames credible threats and produces tiered outputs to guide whether HVM is warranted or a low-speed solution suffices (see Selection guide and Selecting Low-Speed vs HVM).

219.4 Utilities/permit tracker

Log requests, responses, and hold points (241–243, 134). HVM bollard design freezes only after proofs; crash rated bollard depth choices update with each return (422).

Use a shared tracker to request utility records and schedule surveys (241–248). Track each response, planned trial holes, and decision hold points. Only freeze designs when proofs are in; depth choices often change after clash reviews (see Depth & utilities choices). Where authority approvals are needed, include a brief note and link stakeholders to SIRA Bollards (UAE).

219.5 Photo log & redlines

Structured filenames and captions (911, 716). HVM bollard clear-gap gauges appear in frames; crash rated bollard cages/anchors are photographed before pour (621).

Adopt the Photo/Redline Logbook (937) and Evidence Capture Standards (716). Use consistent captions (location, orientation, subject). Before concrete, photograph rebar cages & anchors (621). For layout, include a gap gauge in frame to evidence clear-gap compliance.

219.6 Risk/issue register

Track likelihood/impact/owner (351, 719). HVM bollard risks include gap drift; crash rated bollard risks include certificate mismatch (421).

Maintain a simple register with likelihood, impact, owner, and mitigation. Typical HVM risks include gap drift after on-site changes; typical crash-rated risks include rating-critical dependency mismatches (421). Align with your NCR process (719) and the hazard analysis guidance (351).

219.7 Stakeholder contact sheet

List roles and approvals (131). HVM bollard SAT witnesses (638) and crash rated bollard reviewers (717) are preassigned.

Compile a single contact sheet with accountable owners, escalation paths, and approvers. Pre-assign SAT witnesses (638) and document reviewers (Authority Submittals, 717). Use the roles overview in Stakeholders & Responsibilities (131).

219.8 Submission index

Pre-build the 938 index so evidence drops in. HVM bollard sections: arrays, spacing, controls. Crash rated bollard sections: certificates, dependencies.

Set up the Submission-Pack Guidance (938) from day one. Mirror it to your file tree so arrays & spacing, controls & interlocks, and foundation dependencies have obvious homes. Include a brief reader guide so reviewers find proofs fast.

219.9 Versioning & storage rules

Apply 115/911 with read-only finals and audit trails (537). Protects HVM bollard traceability and crash rated bollard documentation integrity (444).

Use the ref/numbering system in Versioning & Numbering (115) and enforce filenames from File Index & Naming Rules (911). Lock “Issue-for-Use” PDFs read-only and keep a visible change log (see Evidence & Documentation, 444). Control edits via change control with version IDs (Release ID), and maintain a superseded file list for auditability (see Final Archive & Retrieval, 939).

219 Data Capture Templates — FAQ