937.1 Capture workflow

Plan→shoot→tag→upload. Use shot lists for HVM bollard installs and crash rated bollard spacing checks (626, 916).

Start with a simple loop: planning the shot list, disciplined capture on site, immediate tagging, and same-day upload to the project repository. For planning, include a geo-tagged photo set (wide→detail) for each lane, array, and control panel, plus a mandatory frame that shows a scale reference and orientation board. During capture, pair each image group to the relevant ITP line item.

For spacing checks, mirror the procedure in 626 — Datum & Alignment Checks and attach the 916 — Evidence Capture Templates. Link each capture to a witness point when required.

Upload the same day to the project “Media tree” using the folder recipe from 939 — Final Archive & Retrieval, ensuring the evidence chain remains intact.

937.2 Geo/time stamps

Mandatory for acceptance (716). Stamps prove on-site reality.

Enable device time sync via NTP and switch on location services so every capture stores an immutable timestamp and GPS fix. On SAT days (638 — SAT / Witness Procedure), use the project “Calibration photo board” showing the phone ID and UTC time. This satisfies 716 — Evidence Capture Standards and speeds reviewer checks.

When operating in the UAE, retain location metadata in original files and add a SIRA note in the transmittal: see SIRA Bollards (UAE). If privacy rules require masking, duplicate the original, keep it in the sealed evidence folder, and only mask the public copy.

937.3 Filenames & tags

Apply 911 naming; add Page ID, ITP line, location. Tags speed 717 reviews.

Follow 911 — File Index & Naming Rules exactly. Minimum fields: Site ID, date (YYYY-MM-DD), Page-ID (e.g., 626), ITP line, and location (lane identifier or grid ref). Example: DXB-T1_2025-03-08_626_ITP-12_Lane-A_gap-check.jpg. Use tags for SAT stages, NCR linkage, and device ID.

In your submission index (717 — Authority Submittals), include a “Photo orientation” column and a SHA-256 checksum for each file to support authenticity.

937.4 Privacy & permissions

Mask faces/plates where required; store consent records (845). Keep logs compliant.

Before site work, brief the team on 845 — Stakeholder Communications and agree a privacy stance: default to masking faces and vehicle plates in outward-facing images. Maintain a consent register and document any privacy masking applied. Keep an unedited original in the sealed archive to preserve the evidence chain.

When authorities or clients require retention limits, record the retention period in the logbook header and configure automatic purges only on derivative copies, never on originals.

937.5 Redline photos

Annotate defects/variations (719). Link to NCR and CAPA status (858).

Use consistent symbols and colors per 936 — Mark-Up & Overlay Standards. Each redline photo must state the Clash ID or variation number and cross-reference the 719 — Nonconformance & Defects log.

When raising an NCR, attach the photo set and a concise containment action. Track corrective and preventive actions via 858 — Quality Audits & Surveillance so CAPA status is visible from first report to verification of effectiveness.

937.6 As-built sync

Push approved redlines into 932 models and 931 sheets (731). Keeps HVM bollard lineage intact.

After approval, convert each accepted redline into a change on the model (932) and on the drawing sheets (931), then note the version note and approver in the change log. This ensures the 731 — As-Built Drawings & Models reflect field reality.

Where a redline affects rating-critical geometry (e.g., clear-gap or foundation), tag the update for a focussed review against 421 — Rating-Critical Dependencies.

937.7 Quality bar

Focus, scale object, lighting. Poor images repeat site visits.

Every image must be in focus, evenly lit, and include a scale reference (tape, ruler, or gauge). Use the wide→detail photo set pattern: (a) context, (b) subject, (c) close-up. For arrays, include a labelled shot from the defend line and the lane approach.

Reject and re-shoot low-quality images on the day; record the rejection in the evidence quality audit sheet to prevent recurrence.

937.8 Storage & backup

Primary + offsite; checksums in 919 manifest. Evidence survives audits.

Adopt a “3-2-1” pattern: three copies, on two media, one offsite. The primary library mirrors the project’s media tree; offsite is immutable storage with versioning. Export a daily manifest with file paths and SHA-256 and file size, then add it to 919 — Handover Pack Index & Checklists.

Use role-based access; log downloads; and secure any redaction tools in an “Admin” subfolder. Never overwrite originals—derive masked/annotated copies into a clearly marked /Derived branch.

937.9 Handover bundle

Curate “top 50” acceptance photos for SAT/closeout (638, 736). Fast reviewer orientation.

Create a single, bookmarked PDF (“Snapshot PDF”) of the “top 50” images covering each lane, power/control enclosures, foundations, alignment & gap sheets, and signage. Reference 638 — SAT / Witness Procedure and 736 — Handover Pack Index so reviewers can trace from image to drawing to sign-off quickly.

Attach the one-page pass/fail statement and link to the evidence index in the submission email.

937 Photo/Redline Logbook — FAQ