Guidance: Documentation Alternatives

This article is designed to support project teams in identifying accessible documentation when they may not have access to floor plans, sections, specification sheets, or technical design drawings. In this article, we provide clear guidance on how to document and demonstrate compliance with Fitwel requirements by using alternative resources, information, and documentation.

Scenario 1: When strategy requires annotated ‘site plan(s)’, ‘floor plan(s), ‘sections’, ‘map(s)’, or ‘design drawings,’ thoroughly annotated satellite images, streets views, or photographs may suffice. 

Typical documentation sources: 

• Technical drawings and details: Floor plans, sections, and perspective drawings showing details of floors, building(s), and site.
• Local/city/county planning, building, electrical, and/or mechanical departments may have plans that are publicly accessible.
• Online resources offer access to public records that may include property information and building plans.

Alternatives when typical documentation is not available: 

• Annotated satellite images and street views from Google Maps or similar highlighting amenities, showing measurements, distances, etc. as relevant to the strategy.

Useful for strategies such as: ‘Community Destinations’, ‘Local Amenities Display’ (if located outdoors), ‘Main Building Entrance’, ‘Publicly Accessible Space’, ‘Supportive Street Infrastructure’, ‘Universally Accessible Site’, ‘Tobacco and Smoke-Free Signage’, ‘Transit Stop Furnishings’, ‘Views of Nature’, ‘Views from Dwelling Units’, as well as most strategies under ‘Location’ and ‘Outdoor Spaces’ sections.

• Annotated photographs of the relevant feature or amenity (handwritten or digital) showing measurements, distances, etc. as relevant to the strategy.

Useful for strategies such as: ‘Entryway Systems’, ‘Local Amenities Display’ (if located indoors), ‘Universally Accessible Water Supplies’, as well as most strategies under ‘Stair’ section.

Scenario 2: When strategy requires ‘nighttime’ photographs or situational context, a mix of annotated daytime photographs and specifications of luminaires may suffice. 

Typical documentation sources: Recent photographs taken on site.

Alternative when typical documentation is not available: Annotated daylight photographs of the relevant feature or amenity (both zoomed-in and -out) clarifying measurements, technical specifications, etc. as relevant to the strategy.

Useful for strategies such as: ‘Light Pollution Mitigation’, ‘Optimal Shading’, and ‘Outdoor Lighting’.

Scenario 3: When strategy requires ‘product specification’ or ‘datasheets’, thoroughly annotated photographs with information about the product featured may suffice. 

Typical documentation sources: 

• Technical drawings and details: Detailed floor plans, sections, and perspective drawings showing in-depth details of construction solutions and elements. Look for those to find more information about wall painting and tiles, materials used on flooring, cabinetry specifications, etc.
• Construction specifications: Detailed written documents accompanying architectural drawings and outlining the project's requirements, including the materials and products to be used, quality standards, and installation methods. Look for documents like construction specifications, often compiled in a "spec book", which provide explicit instructions for contractors and guide the work.
• Maintenance, repair, and replacement guidelines: Detailed written documents providing guidance to building management teams and/or tenants on how to maintain, repair, replace, and dispose furniture, features, materials, appliances, and products in general. Look for documents like “maintenance plan”, often compiled as part of the “building manuals” or “tenant handbooks”.
• Purchase orders, agreements, and contracts: Detailed purchase orders and agreements often include information about material minimum requirements and standards.
• Local/city/county building departments may have records related to past building permits and inspections, which can provide insights into materials used.
• Some permits are public records, accessible online, or through a formal records request (FOIA request). 

Alternative when typical documentation is not available: 

• Physical inspection and identification with photographs of the relevant material (both zoomed-in and -out) properly showing the manufacturer’s name, material label/model, textures, etc. PLUS text-based annotations (handwritten or digital) with a short description of the specifications as relevant to the strategy.

Useful for strategies such as: ‘Bathroom Ventilation’, ‘Interior’ and ‘Exterior Acoustic Comfort’, ‘Kitchen Ventilation’, and ‘Mold-Resistant Materials’.