Site Captures - Photo Documentation Standard
INTRODUCTION
At KAST, we view photo documentation not just as a task, but as a vital component of a successful project. This visual record allows us to communicate clearly, take immense pride in every step of the process, and demonstrate the excellence we construct. Every image tells a story of our commitment to quality, precision, and transparency.
Photo documentation is more than a procedural task, its a reflection of our professionalism and discipline. From the initial site walk to the final turnover, comprehensive imagery provides a crucial visual record that supports accountability, quality assurance, risk management, and client confidence, cementing the lasting narrative of our work.
This standard defines KAST’s expectation for consistent quality photographic and video documentation across all projects. Our goal is to make every capture purposeful, organized, accurate, and accessible.
When our partners, clients, and future teams review our visual records, they should see more than just progress, they should see proof of the intention and care that define every KAST project.
I. 360-degree Captures
It is the KAST Standard for all projects to utilize DroneDeploy Ground to capture 360-degree project progress imagery. DroneDeploy Ground allows users to walk the project with a 360-degree camera mounted on a hard hat (or handheld) and capture high-resolution imagery that is automatically mapped to project floorplans, allowing team members and remote stakeholders to navigate and review precise locations within the building with a complete 360° view.
This system creates an immersive visual record of the project from preconstruction through closeout, as outlined below - accessible from any device, enabling virtual site walks, QA/QC reviews, and as-built documentation.
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WHO?
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WHEN? 360 captures during the construction phase shall be performed weekly at a minimum. Capture frequency should increase during high-activity periods or critical milestones. |
Preconstruction Phase
Prior to mobilization, detailed photographs are taken to record existing
site conditions, adjacent properties, utilities, public rights-of-way
Document surrounding conditions, including adjacent buildings, pavement, sidewalks, and site boundaries.
Document vegetation, environmental protection measures, and sediment control installations prior to commencement of construction. |
Capture detailed 3D data of site terrain, existing structures, and utilities for planning and design.
Capture existing conditions before and after demolition. |
Construction Phase
360° walks should be conducted prior to covering up work -before backfilling, concrete pours, installation of insulation, drywall, and finishes.
Capture trenching, conduit installation, and safety measures such as shoring/bracing.
Capture formwork, reinforcement, in-slab elements, and pours for verification and quality control.
Capture the installation of exterior finishes at balconies and terraces for QC – exterior glazing, railings, dividers, and tile.
Document ductwork, piping, and conduit installations; compare to coordinated BIM models using the BIM Compare feature. |
Document footing and foundation installations, capturing critical embedments prior to pour.
Document beam placement, bolting, welding, and fireproofing application for QA/QC and code compliance.
Record substrate conditions, waterproofing, flashing, and final roofing installation.
Capture framing before drywall hang to record in-wall conditions. |
Closeout Phase
A final, comprehensive visual record of the completed building and all systems prior to client handover is critical for a successful project closeout.
Final 360-degree captures of all finished spaces to serve as the definitive visual As-Built record. |
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RESOURCES
Getting Started:
https://support.procore.com/tc/KAST_TRAINING_CENTER/KAST_Resources/DroneDeploy_360_Photos_(KAST)
Best Practices:
II. Aerial Surveys
Aerial surveys provide visual at key stages throughout the life of a project. By capturing comprehensive overhead imagery of existing conditions, in-progress work, and completed installations, these surveys strengthen record-keeping, support project coordination, and enhance overall quality control.
Preconstruction Survey
Prior to mobilization photographs shall be taken to document existing site conditions and the its surroundings, including adjacent buildings, public right-of-way.
Concrete Pre-Pour Survey
Prior to each concrete pour, aerial photographs shall be taken to document all embedded elements within the slab, including reinforcing steel, post-tension cables, sleeves, conduits, blockouts, and MEP rough-ins.
Note: If the Owner or Developer has already contracted this service, the project team shall coordinate to obtain platform access and ensure the complete imagery library is made available to the team.
Post Construction Survey
Upon substantial completion, a post-construction aerial survey shall be completed to provide a final record of the finished site. This includes building roofs, site hardscape, landscaping, drainage patterns, access drives, fire lanes, and any remaining temporary or permanent site features. The final survey serves as an as-built reference, supports turnover documentation, and provides value for both internal records and Owner closeout packages.
WHO?
This service may be performed in-house or contracted through a third-party provider. Before engaging any vendor, the project team shall coordinate with the Tech Services (email: sitecaptures@kastbuild.com) to verify in-house availability and confirm scope, specifications, and integration requirements.
III. Post-Tension Cap Inspections
Post-Tension (PT) cable documentation is a critical component of the project’s photographic record – especially for condominium projects, where it is required on all KAST Condominium projects.
WHY?
The primary purpose of the grease cap is to seal the exposed strand ends and prevent moisture or contaminants from entering the pocket. If not properly sealed, water and chlorides (particularly in coastal environments) can penetrate and cause corrosion of the strands and wedges. Once corrosion begins, it can compromise the structural integrity of the tendon, leading to loss of tension or potential failure over time.
- Provides quality assurance, confirming that the cutting, capping, and grouting operations were completed in accordance with industry standards.
- Mitigates risk by providing visual evidence that post-tension elements were properly installed and protected, helping to defend against potential defect claims.
WHEN?
The objective is to create a clear visual record of the final steps in the post-tension capping process. Photographs must be taken at the following stages:
- Cable Length Verification – After cutting and before capping
Capture photos of the cable ends after cutting to final length to confirm proper trimming.
- Grease Cap Installation – After capping and before grouting
Capture photos showing the placement and sealing of grease caps over the cable ends and wedges to verify proper corrosion protection.
- Grouting - After grease cap installation
Obtain confirmation of full grout coverage around the capped cable ends. Final photos should show the finished, sealed condition after grouting is complete to verify that all tendons have been properly protected.
WHO?
This service shall be contracted through a qualified third-party provider.
Note: If the project is under an Owner Controlled Insurance Program (OCIP), the Owner may be responsible for contracting this third-party documentation service as part of the program requirements. The project team must verify this with Ownership prior to contracting any services to avoid duplication of efforts.
RESOURCES
IV. Third-Party Quality Control
Throughout the lifecycle of a project, third-party Quality Control (QC) and Quality Assurance (QA) inspections are performed to assist in protecting both KAST and our clients, while reducing the risk of construction defect litigation. These services are designed to comply with the requirements of project insurance programs and applicable state construction defect statutes, including those in the State of Florida.
WHY?
Third-party quality control provides an objective layer of oversight that complements KAST’s internal QA/QC processes. Independent inspectors help verify that work is performed in accordance with approved drawings, specifications, and applicable codes—providing early detection of potential issues before they develop into costly defects. This approach:
- Enhances risk management and compliance with insurance carrier and statutory requirements.
- Reduces exposure to future claims by maintaining a documented record of third-party verification.
- Reinforces KAST’s culture of quality and continuous improvement, benefiting both the project team and the individuals involved.
WHO?
Qualified third-party inspection firms such as LJP and NV5 perform these services.
Note: If the project is under an Owner Controlled Insurance Program (OCIP), the Owner may be responsible for contracting this third-party documentation service as part of the program requirements. The project team must verify this with Ownership prior to contracting any services to avoid duplication of efforts.
WHEN?
At regular intervals throughout construction, typically aligned with major milestones such as foundations, waterproofing, framing, MEP rough-in, envelope installation, and prior to finishes or cover-ups.
V. Time-Lapse & Live Stream
Each project shall include at least one fixed-position camera to provide continuous time-lapse photography and live-feed video, contracted through a qualified third-party service. These cameras capture high-resolution images at regular intervals throughout construction and are accessible through a secure online dashboard.
A camera is typically mounted on a nearby rooftop to provide a stable, consistent perspective. In such case, formal consent from the neighboring property owner must be obtained. Alternatively, a camera may be mounted on the tower crane mast, providing an ideal vantage point to capture the entire footprint as the structure rises vertically.
Note: If the Owner or Developer has already contracted this service directly with a third party, there is no need for the project team to duplicate efforts. However, the project team is responsible for obtaining platform access and ensuring the complete imagery library is made available to the team.
WHY?
- Offers real-time remote visibility for the project team, owner, architect, and stakeholders.
- Provides an engaging visual timeline of project progress.
- Useful for coordination and progress reporting meetings.
- Enhances accountability and transparency by maintaining a continuous record of site activity.
- The time-lapse video can be a useful marketing tool.
WHO?
3RD Party service. Before engaging any vendor, the project team shall coordinate with the Tech Services - email: sitecaptures@kastbuild.com.
VI. Monthly Aerial Progress Captures
Monthly aerial drone flights are performed to capture overhead photographs and video footage of the entire project site. Flights are conducted from consistent altitudes and vantage points to ensure comparability over time.
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WHY?
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WHO? The service can be contracted in-house or through a 3rd Party such as Bluewater Drones or any traditional Helicopter photography service providers. WHEN? Once a month – preferably the last week of each month. |
VII. Other Miscellaneous Photo Reporting
All project related photography outside the categories outlined above shall be captured and managed through the Procore Photos Tool. This tool is an essential component of project documentation and communication, providing a centralized, cloud-based platform for capturing, organizing, and sharing visual records throughout the project lifecycle.
WHO?
- All members of the project team - Both office and field personnel are encouraged to use the Procore mobile app to capture site photos directly from smartphones or tablets, enabling instant upload and sharing with other project participants.
- Any photos taken outside the application - such as on personal devices or cameras - must be promptly uploaded to Procore to maintain a complete and centralized project record.
- Reference the Learning Center in Procore for how-to tutorials and best practices – including folder structure for filing and naming constraints.
WHY?
The Procore Photos Tool integrates seamlessly with other Procore modules, enhancing collaboration and documentation across the project.
- Photos can be pinned directly to plan locations within the Drawings tool for visual reference or attached to RFIs and Submittals to clarify field conditions.
- Photos may also be linked to Inspections, Observations, and Punch Lists to document quality issues, deficiencies, and corrective actions.
- In addition, photos play a key role in Safety and Incident documentation, providing visual evidence to support compliance, reporting, and verification requirements.
The Procore Photos Tool serves as the primary photography repository during the construction phase. It maintains a secure, organized archive of site imagery that documents progress, field conditions, installations, and key milestones. This comprehensive photo library becomes a valuable project record that continues to live on beyond substantial completion.
RESOURCES
VIII. Owner Training Videos
It is standard practice to record training sessions for key building systems and equipment to ensure the owner’s team and building management have ongoing access to accurate operational and maintenance procedures after project completion.
All training sessions shall be conducted by the certified subcontractor and/or the manufacturer’s representative responsible for each system or piece of equipment, ensuring the information provided is accurate, comprehensive, and technically sound.
This documentation may be captured by the project team or through a qualified third-party provider. Training videos should be clear, well-organized, and cover system overviews, operating sequences, maintenance requirements, and troubleshooting procedures.
All recordings must be delivered in digital format as part of the project closeout package, ensuring long-term accessibility and reference for facility personnel.
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WHO? The service can be done by the project team or contracted through a 3rd Party. |
WHEN? During the project closeout phase – once the equipment has been started and certified. |
IX. Marketing Captures at Completion
Upon achieving substantial completion, marketing captures, including both video and photography, shall be produced to showcase the finished project. The purpose of these captures is to highlight the quality of construction, architectural features, amenities, craftsmanship, and overall project delivery. All content will be used exclusively for internal promotional materials, portfolio development, website features, and future business opportunities.
Video
A marketing video shall be created featuring a combination of aerial footage, ground-level walkthroughs, key interior and exterior highlights, and comprehensive aerial coverage of the fully completed project. Filming must be coordinated with the project team to ensure the site is safe, clean, and properly staged. Areas still undergoing punch-list work should be identified in advance so filming can be scheduled or strategically limited.
Photography
High-resolution photography shall also be captured to document the finished project for use in marketing materials, internal presentations, and company website content. Shots shall include: exterior elevations, amenity spaces, lobbies, corridors, unit interior spaces.
WHO?
Prior to substantial completion, the project team shall coordinate with the KAST Marketing team to engage the preferred, qualified provider. This ensures consistency and high-quality standards for all marketing video and photography produced across the company.
X. Site & Trailer Security Monitoring
It is best practice to install monitoring cameras at the jobsite key access points, the jobsite trailer compound, and parking areas, and key access points. These systems provide 24/7 monitoring with cloud-based video storage and playback capabilities.
WHY?
- Enhances site security and deters theft, vandalism, and unauthorized access.
- Provides a record of site activity for incident investigation.
- Increases accountability for deliveries, equipment, and personnel.
- Improves safety and awareness within the jobsite perimeter.
SITECAPTURES AT A GLANCE
| REQUIRED | FREQUENCY | SOFTWARE | VENDOR | |
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360-DEGREE CAPTURES |
Y | Weekly | DroneDeploy | KAST Jobsite Staff |
| AERIAL SURVEYS | Y | Key Milestones | DroneDeploy | Check with Tech Support |
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POST-TENSION CAP INSPECTIONS |
Y | during the Superstructure construction | N/A |
Qualified Vendor |
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THIRD-PARTY QUALITY CONTROL |
Continuous | N/A | LJP / NV5 | |
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TIME-LAPSE & LIVE STREAM |
Y | Continuous | Check with Tech Support | Check with Tech Support |
| MONTHLY AERIAL PROGRESS CAPTURES | Y | Monthly | DroneDeploy | BWD * |
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OTHER MISC PHOTO REPORTING |
Y | Continuous | Procore | KAST Jobsite Staff |
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OWNER TRAINING VIDEOS |
Y | at TCO | Egnyte | KAST Jobsite Staff or Third Party |
| MARKETING CAPTURES AT COMPLETION | Y | at CO |
DroneDeploy & Egnyte |
Check with KAST Marketing |
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SITE & TRAILER SECURITY MONITORING |
Continuous | TBD |
Qualified Vendor |