QC records vs. document control archive, Otter Subdivision MP 118.0–132.6

All 612 record IDs in the ITP record log were checked against the 4,386 files in the document control export. 575 have a record on file (94.0%). The 37 missing records are not spread evenly: 18 are insulated joints, and 24 come from the night shifts of Sep 7–13.

ITP record log Rev 7, 612 recordsDocument control export Nov 3, 2026, 4,386 filesSandhill & Otter Run Railroad, Otter SubdivisionFinal inspection Nov 24, 2026Prepared Nov 5, 2026

Summary

Insulated joints · IJ

18 of 64 insulated joints have no QC record (28%)

Overall, 6.0% of records are missing (37 of 612), but insulated joints account for almost half. 14 of the 18 joints were installed on the night shifts of Sep 7–13, and two have photos only (QC-IJ-0022 and QC-IJ-0049 in folder 05 Photos/2026-wk37).

Request the records from the track supervisors before Nov 10.

Matching

59 of 96 records that first looked missing are on file under another name

Matching on exact ID and metadata leaves 96 missing. Normalization and the typo rule find 59 of them. 44 are field weld reports that Bramblewood Rail Welding has named with its own weld log numbers since the week of Jul 27 (FW-87 instead of QC-FW-0087). Field welds drop from 36.5% to 5.4% missing.

Ask Bramblewood to rename the files to the log IDs before turnover.

Period and location

24 of the 37 missing records are from the night shifts of Sep 7–13

Per the daily reports, a relief supervisor ran the night shifts of Sep 7–13 between MP 124.31 and MP 127.48, around Sweetbay. 24 of the 49 records from those shifts are missing (49.0%), against 13 of 563 (2.3%) on all other shifts. That points to how records are collected when supervisors change, not to random misses.

Walk through that week's work orders with the relief supervisor and the subcontractors.

Reconciliation by record ID

Turn matching rules on and off to see how status changes. Click a record type or a cell in the weekly chart to filter the register, and click a row to see the ITP log entry and the candidate files with similarity scores.

Matching rules

Missing share by record type

Click a type to filter the register.

MissingFound only by normalization or the typo rule

Missing records by week and milepost

Cells show the number of missing records. Columns are weeks starting Monday. Gray cell: work with nothing missing.

Register

Record IDItemPerformedResponsibleStatus

Details

Missing records by responsible party

The list follows the matching rules above. Each party can get its own CSV file to request the records.

Section 01 77 00 Closeout Procedures requires all QC records 14 days before final inspection: due Nov 10, 2026, for the Nov 24 final inspection.

What the export contains

File list from the document control system, Nov 3, 2026. Only PDF records count as QC records.

Sources and method

Sources

  • ITP_Record_Log_Otter_Sub_Ph2_Rev7.xlsxEvery QC record ID with record type, item, milepost, date performed, shift and responsible party.612 rows
  • DocControl_Export_2026-11-03.csvFile list from the document control system: path, file name, size, document date and the Record ID and MP metadata fields.4,386 rows
  • ITP-OS-02_Inspection_and_Test_Plan.pdfInspection and test points by record type under Section 01 45 00 Quality Control, who records them and the archive folder for each.46 pages
  • Daily_Reports_May-Oct_2026.pdfSupervisor per shift. Shows the relief night supervisor for Sep 7–13.212 pages
  • Bramblewood_Weld_Log_2026.xlsxWelding subcontractor's log with its own numbering.157 welds
  • Div01_01_77_00_Closeout_Procedures.pdfCloseout requirements, including when QC records are due before final inspection.18 pages

Method

  1. The log was read and each ID split into prefix, record type and sequence number (QC-IJ-0022 becomes IJ and 22).
  2. The export was searched for ID-like strings in file names and in the Record ID metadata field, including the weld log's FW-nn format.
  3. The rules were applied in order: exact ID in the file name, ID in metadata, normalized string (hyphens, spaces, underscores, leading zeros and the weld log format) and a one-character typo. A file that exactly matches one ID cannot be assigned to another. A typo is accepted only if the file's date and milepost (±150 ft) match exactly one record.
  4. Status was set per ID: archived (exact ID in the right folder), misnamed or misfiled, duplicate (two records) or missing.
  5. The similarity score compares the ID with the file's ID string character by character, 0–100, where 100 is identical.
  6. Missing records were assigned to the responsible party per the ITP and the daily reports and grouped by week and by milepost.

Assumptions and limitations

  • File contents were not opened. A record that exists but is incomplete or unsigned counts as archived.
  • Photos do not count as QC records, even when the file name carries the right ID. Four missing IDs have photos only.
  • Duplicates are judged on file name, date and size, not content.
  • Nine weld reports (QC-FW-0149 to 0157) carry IDs that are not in log Rev 7 but are in the weld log. The log needs updating. They are not counted in the shares.
  • The responsible party is whoever must submit the record under the ITP. Records kept outside the document control system, for example by a supervisor, do not show in the export.
  • The railroad must keep signal and grade crossing test results under 49 CFR 236.110 and 49 CFR 234.273, and its CWR plan must require records of rail temperature, location and date of CWR installations (49 CFR 213.119(j)). The missing signal, crossing and weld records therefore matter beyond contract closeout.