The Closeout Document Set
- As-built Tekla model — updated to reflect any design changes incorporated during fabrication and erection
- Final approved drawing set — complete set of all drawings at their final revision, stamped or marked 'Released for Fabrication'
- Final revision register — listing all drawings, their final revision, approval status, and release date
- Final bill of material — the BOM as fabricated, reconciled against the drawing set and any field changes
- Final RFI log — all RFIs numbered, with questions, responses, and closing documentation
- Final approval comment log — all EOR comments with responses confirmed
- CNC files — final revision NC files for all members
- KISS or ERP export — final data export matching the as-built BOM
- Transmittal log — record of all submittals sent and received throughout the project
As-Built Model Requirements
An as-built model reflects the structure as it was actually built — including any field modifications, substitutions, and changes from the approved drawings. It is the basis for any future renovation or structural analysis. The as-built model should be issued in the detailer's native format (Tekla .db1 file) plus IFC export, so the owner can access the geometry regardless of which software they use in the future.
Archival and Handoff Standards
All closeout files should be delivered in a defined folder structure — not as a flat collection of files — with a document index identifying every file, its format, and its purpose. Digital delivery on a named cloud folder or USB drive is standard. Confirm with the owner whether a hard-copy drawing set is required — some owners and jurisdictions require a stamped paper set for record retention.
The As-Built Model — What It Must Reflect
The as-built Tekla model is the most valuable single deliverable in the closeout package. It must reflect every change made during the project: members added or deleted by addenda; connection types changed during the EOR review cycle; field modifications documented in field RFIs; substitutions made during fabrication due to material availability; and any changes to section sizes, plate thicknesses, or weld sizes incorporated after the original model was built. An as-built model that reflects only the original fabrication drawings — not the field changes — is not an as-built model. Verifying the as-built model against the final field RFI log and field modification records is the last modeling task before closeout.
IFC Export Requirements at Closeout
The IFC export from the as-built Tekla model should be produced at the same LOD as the coordination model used during the project — typically LOD 300 for standard commercial, LOD 350 for hospital or complex structures. The IFC file should be named with the project number, the date, and 'as-built' designation so it is unambiguously distinguishable from the construction-phase coordination model. Confirm with the owner whether IFC 2x3 or IFC 4 is required; IFC 4 is the current standard but some owners' facilities management platforms still require IFC 2x3.
- IFC version — confirm IFC 2x3 or IFC 4 with the owner before exporting
- LOD — match the LOD agreed in the BIM Execution Plan
- Naming convention — include project number, date, and 'as-built' in the file name
- File size — large models may need to be split by zone or floor for manageable IFC exports
- Clash-free verification — confirm no self-clash issues in the as-built export before delivery
When to Initiate Closeout — Don't Wait for the Last Punch Item
Project closeout should be initiated as soon as the last fabrication release package is issued — not after the last erection pick. Waiting until the structure is complete means the as-built model update, final RFI log compilation, and drawing register update all happen under deadline pressure while the team is already moving to the next project. The best practice is to update the as-built model incrementally during the project — after each phase is fabricated and any field modifications are received — so that closeout is a confirmation rather than a reconstruction.
Retention Requirements and Statute of Limitations
Structural steel project records — including shop drawings, as-built models, RFI logs, and special inspection records — should be retained for a minimum of 10 years from substantial completion. In jurisdictions with longer statutes of limitations for construction claims, or for public structures, the retention period may be 15–20 years. The fabricator, detailer, and owner should each retain independent copies of the closeout package. Mutual reliance on a single shared drive creates a single point of failure. Cloud storage with automatic redundancy and a local backup copy is the minimum acceptable archival standard.