Daily site photos and the daily report

A custodian slips on a floor you finished at 11:40. Six months later the question is not whether you put the signs out. It's whether you can prove it in thirty seconds.

General guidance, not legal advice — your counsel decides what the record needs.

Why this is the exhibit

The subcontract's indemnity clause hands the claim to you on day one, whoever ends up at fault. The carrier and counsel ask for two things first: the photos and the daily report. The boring photo of cones and signs, taken before anything went wrong, is the one that ends the argument. A record made at the time is a business record; one written after the fall is a story.

What you need

A phone with location on for STrOp — the GPS stamp is half the proof.
The job open in STrOp on today's date.
The client contact's name.
A habit: three photo moments per stop — before you open a can, mid-shift, after the dry-test and release.

The three photo moments

Open /timecards on the phone, pick the job and today. Scroll to Daily Report and then Photos. Tap Camera — it opens the camera, not the camera roll. No "I'll upload tonight."
Set the category to Safety and caption what the photo proves: "North entry taped, 2 signs, 7:42." A caption is a sentence a stranger can check against the picture.
Shoot from each approach, with the sign and the door in the same frame. A sign nobody could see from the hallway is a sign nobody saw.
Repeat mid-shift, and again after the dry-test when the signs come down and the area goes back.

STrOp stamps the time, the location, and who uploaded it. It cannot reconstruct a photo you didn't take. These photos live on the day's report, not on the project's Photos tab — open the timecard for that date to see them.

Site conditions: the nine checks

Inside the Daily Report, above Photos, is Site conditions — nine rows. Tap a row when the condition holds; it stamps the time, and most rows have their own camera button that drops a Safety photo on the report captioned with the row. Nine taps over a day; each one answers a question somebody will ask later.

Work area closed off — entries taped or coned before any product goes down. The closure is the protection; the sign is only the warning.
Wet-floor / Do Not Enter signs up — visible from every approach. Photograph from the approach, not from inside.
Client contact told the area is closed — name, how, and when. A verbal warning only exists if it's written down the same day.
Alternate route posted for occupants — where people go instead. Occupants will walk through unless you've given them somewhere else to walk.
Lighting adequate in and around the area — signs nobody can read are signs nobody saw.
Mid-shift walk: signs and barricades still in place — things move. Prove they were back.
Closed area stayed clear — uncheck it if anyone entered, and put who, when, and what they were told in the note. An honest unchecked row is worth more than a clean one.
Floor dry-tested before signs came down — test it; don't guess it.
Area released to client contact — who took it back and when. This is the hand-off: the moment control of the floor stops being yours.

Write the day while it happens

Work Completed — what went down, where, start and finish.
Locations / Areas Worked — name the rooms and entries. "North entry, hallway B" — not "gym."
Weather and temp — cure time lives or dies on it.
Delays — unauthorized entry, client staff walking through, a floor that wouldn't dry. Name people.
Site Deliveries — what arrived, from whom.

Keep it to what you saw. No opinions about who was at fault, no guesses about why.

Submit before you close the truck

Submit is the lock. A submitted report is the one the carrier reads; one edited later is one the other side's lawyer reads. If something genuinely has to change after submit, a PM or super opens the card on Timecards and taps Reopen, types the reason, and the reason is recorded against the card forever. Foremen can't reopen — not even their own day. That's a feature: a correction with a stated reason is defensible. A quiet edit is not. Approved days accept one change only — voiding — and voided days accept none; the database refuses everything else.

No signal when you tap Submit? The day queues on the phone and goes up when you're back on the network. If photos are still waiting to upload, it goes up as a draft and submits itself once the photos land — nothing to redo.

Never edit yesterday's report to add today's knowledge. Today's note goes on today's report.

The crew matches the clock

The timecard roster is the witness list. A worker on the report but not on the clock discredits both records — the first thing a cross-examiner checks is whether the people in the story were paid to be there. The self-service hours form is for hours only; photos and site conditions come from the foreman's card.

When something happens on site

Call the office. Then keep working the list above.
Do not write up the incident in the daily report. The office and counsel handle that write-up; the daily report records facts you saw — "custodian entered through south door at 2:10, told area closed, left" — and nothing else.
Keep taking the normal photos. The record of a bad day is more valuable than the record of a good one.
Don't delete or recaption anything. Don't move the signs and cones — bag them when the shift ends.

After a notice arrives

For the org admin (ask one if that isn't you):

Open the project → Edit → Legal hold. Give the reason and tap Set legal hold. Only an org admin sees that card — if you're the PM, your job is getting an admin to set it the same day, then steps 2 and 3. Set it the day you're notified, not the day you're sure. Every field record on that job — timecards, daily reports, photos, T&M tickets, documents — freezes for everyone, including the admin who set it, until an admin taps Release hold. Documents are frozen at the database, and the file store refuses to delete them while the hold is on; photos are frozen in storage against both delete and overwrite. The pill on the project header says it's on.
Print each daily report — Print daily report on each day's card (Field → Approvals lists only days still awaiting approval) — and give counsel the originals, not screenshots: Edit → Evidence export, under the hold, packages the job's timecards, daily reports, photos, T&M tickets, documents and audit trail with a checksum for every file. Archives are kept 30 days, so download one copy for counsel and keep another outside STrOp.
Change nothing. Don't void, edit, or tidy a record on that job. New procedures start on a new day's report; nothing gets back-filled.

Common mistakes

No sign in the frame. A photo of a wet floor proves there was a wet floor.
"Gym." Name the entry, the hallway, the door.
Shooting to the camera roll. Uploaded three days later, the timestamp is yours to explain. Use Camera on the report.
Recaptioning after the fact. The original caption with a typo beats the perfect one written after the call.
Friday's report on Monday. A report made Monday is a Monday record of a Friday memory.
One photo for a six-door room. One per approach, every time.