Who keeps the certificates & approvals?

Throughout a construction project, various certificates are issued to confirm compliance with building regulations, safety standards, and planning conditions. These documents are essential for legal occupancy, future resale, insurance, and maintenance. Multiple parties are responsible for storing and managing them:

Owner

The property owner should retain both digital and physical copies of all certificates. These documents are vital for:

• Insurance claims

• Property resale

• Warranty enforcement

• Future renovations or extensions

Builder

• Builders are required to keep records of:

• Trade compliance certificates (e.g. plumbing, electrical, waterproofing)

• Product warranties and manuals

• Final inspection reports

• These may be needed for defect rectification or warranty claims during the statutory warranty period.

Certifier or Building Surveyor

• The certifier (or building surveyor, depending on the state) must retain:

• Construction Certificate or Building Permit

• Inspection records

• Occupation Certificate or Final Inspection Certificate

• These are used to verify compliance and issue final approvals

Local Council or Authority

Councils typically store:

• Planning approvals (DA or planning permit)

• Final Occupation Certificates

• Any documents related to public infrastructure, stormwater, or environmental conditions

• These records are part of the public archive and may be accessed for future development applications or disputes.

Why Multiple Copies Matter

Legal protection: Ensures all parties can verify compliance if issues arise.

Continuity: If ownership changes or a builder goes out of business, having your own copies is critical.

Efficiency: Makes future applications, renovations, or insurance claims smoother.

MBH Tip: Save the documentation in MBH's document control centre. Once the project is complete, download and store in a secure digital folder (e.g. cloud storage)