We only keep select samples in our library. Everything else we only keep for the duration of the project construction. Some of that construction lasts 2-3 years though. Or office is small and we don't have much storage.

I'm collecting various samples to build a hunting cabin. ;)

The GC needs to keep a copy of all submitted samples on site. The architect should also keep a copy of all submitted samples in their office for the duration of the construction. 

For our material library we organize it as we see fit and have the reps update / remove samples as needed.

I'm curious about how other architects store submitted material samples for in progress projects.  

We do put submittal stickers on samples... which pile up in a bin in the middle of the bay. Someone sighs and tries to organize it from time to time haha.

Pretty much what we do except the 'piles' are at our workstations. ;)

We just never stored controlled sample in the office / it’s unheard off where i’m practicing. Besides, there’s no way we can keep/ find a space for hundreds of items …don’t think it’s our responsibility either contractually .
curtain wall component , tile , floor vinyls , sanitary fixtures

there’s no way to keep everything even on site / some of the items were signed off at sub- contractor factory or ware house and they keep them as a record.

Depends where you practice and what contracts being used. 

It's easy to argue that AIA contracts require documenting and keeping physical copies of all samples required in the specs are required based on the standard of care established in said contracts. 

Regardless - it's a good idea do so anyway. 

The contractor is required per AIA contracts to keep all material samples required in the spec's on site and / or readily available to the owner / architect.

my point is it’s not even possible to do so/ if it’s a single story house maybe ( but it’s your responsibility?) In a large scale building though , can’t imagine I have to keep sample of the I signed off just for a ceiling in one room. The practice can’t be so different in the States and rest of the world ( i work in across EU/ Asia pacific)

How many years have you been practicing?  

It is possible. 

You don't have samples for each room. You have a sample for each major material used in the project. You only get the samples you've called for in the spec. This isn't mockup.

For an interior you may have

• ACT
• ACT Grid
• Wall base
• Paint
• Tile
• Tile edging
• Carpet
• Vinyl Tile
• Wall Coverings
• Solid Surface Material
• Plastic Laminate
• Wood Door finishes
• Window coverings

With the exceptions for the carpet and tile the samples would be around 4" x 4" max

It's easy to do for large projects. I've been doing it for 20+ years on projects around 180,0000 sf. Again, not every component used in a building are required to have physical samples. Only key items identified in the specs. I don't think I've had more than 90 individual samples on a new project and that's including individual paint colors.

Chad , you listed the / wall / surface finishs which are typically required for a physical signed off and you said you kept these with you during duration of the projects… I get it ( but i still don’t understand though why ? ) I’ve probably signed off hundreds if not a thousand of sample last year from a sealant colour in a curtain wall panel to a toilet roll holder . Not all of those items were physically to presented me the submtyal from weill

but the submittal form will have all of the photos / details etc. We never keep these samples and …in fact we aren’t allowed in some type of contract ie D&C . I’d have to agree that things are done differently in your area.

" It's easy to argue that AIA contracts require documenting and keeping physical copies of all samples required in the specs are required based on the standard of care established in said contracts. "

What happens if the project is interstate thousands of miles away from your office ? How do you deal with the logistic ?/ genuine question ....

I highly doubt the sentence you quoted and would really hope to hear from someone who works in large national/international practices. ( no offense to you Chad)

lss_s_mr 

 Again, not all materials used in a building will require physical samples. Only key samples are required and this is detailed in the spec. 

 When the project is far away (500 plus miles) - like all the projects I'm on now - we keep the physical samples in our office. The GC keeps their own physical samples either at their office or in the jobsite trailer.

Again, on 200,000 sf project we probably only require around 100 physical samples.  The rest are simple product cutsheets.  

Typically you don't get samples for lighting fixtures. You get cut sheets.

Odd

lighting fixtures… typical or features always being physically presented and singed off by us , elec engineer , client .. that’s a normal protocol … anywho

For 'special' or 'unique' fixtures we'll be lent a sample from a supplier that is picked up later. For 'normal' fixtures we just get cutsheets and physical samples of the finishes.