Building Documentation Audit Program

The Victorian Building Authority’s (VBA) Building Documentation Audit Program (BDAP), previously referred to as the Building Surveyor Audit Program, is in place to monitor that regulatory requirements are met for building work in Victoria.

The program involves desktop reviews of documentation related to building work in Victoria, including administrative and technical documentation, to verify that registered building practitioners are carrying out their functions correctly and a quality-built environment is maintained. The VBA’s Building Audit team includes highly skilled and experienced registered building surveyors along with other industry practitioners. This team undertakes audits of both domestic and commercial work.

By proactively auditing documentation related to building work, we:

  • engage with industry to build trust.
  • educate building practitioners as the construction industry evolves.
  • monitor building practitioner work for compliancewith their responsibilities and functions under the Building Act 1993 (the Act) and Building Regulations 2018.

You can learn more about this program, and the issues most commonly found, in our Desktop Audit Reports.

Desktop Audit Reports

Technical Audits

The VBA’s Technical Documentation Audits are aimed at identifying and reducing non-compliant building work in Victoria. The program involves the review of building and occupancy permit documentation for work in Victoria, to verify that registered building practitioners are carrying out their functions correctly and a quality-built environment is maintained. The program is focused on technical aspects and compliance with the National Construction Code.

A harms-based approach is taken to the technical audits with the audits scoped to align with the VBA’s regulatory priorities.

Site selection

All registered building surveyors performing functions under the Act will be audited at least once every three years as required by the Minister’s Statement of Expectations. Sites and practitioners are selected based on a risk-based framework or intelligence received from a range of sources.

When selecting sites for audit, the VBA use building permit data stored within our systems.

A range of risk factors are applied to the permits to deliver a subset of sites for our Building Auditors to audit. The purpose of this is for the VBA to audit a range of building work proportional to the volume of work undertaken by practitioners.

We also target particular types of construction and practitioners to manage risk and to prioritise intervention at the earliest possible stage, when required.

Regulation 47 Administrative Audits

Regulation 47 requires building surveyors to provide certain information to the VBA each month, including permits that have lapsed, final inspection details, occupancy permits and certificates of final inspections (CFI). Information on building surveyor reporting requirements can be found on the BAMS homepage. The BAMS Reporting Prescribed Event (PDF, 601.19 KB) fact sheet provides more information of Regulation 47 reporting requirements.

Building Practice Note BP-07: Time limits for building work and lapsed building permits (PDF, 183.79 KB) provides guidance on time limits for building work, extensions to building permits and lapsing of building permits to encourage compliance with the Act and the Building Regulations 2018.

The VBA’s Regulation 47 Administrative Audits involve a review of building permit data in BAMS to  identify any information that has not been correctly  reported and recorded in BAMS. This may include where permits have:

  • Passed the statutory timeframe for completion and they have not been reported as lapsed.
  • Not have a CFI, Occupancy permit or an extension of time reported.
  • Been issued a building permit number by the VBA but no building permit issue date has been provided.
  • Had a final inspection reported but no occupancy permit or CFI number has been provided in BAMS.

The aim of the audits is to ensure the accurate record keeping of the building permits status and that permits do not become detached, should the relevant building surveyor no longer be able to perform their functions.

Where a building surveyor has not completed the required reporting under regulation 47 for a site, they will be sent a notification requiring them to take action to correct the information in BAMS, so it is accurate. The process for Regulation 47 administrative audits is as follows:

  • Step 1 – Building surveyor notified of audit selection and requested to supply information.
  • Step 2 – Building surveyor reviews and updates records, forms response.
  • Step 3 – Building surveyor supplies requested information.
  • Step 4 – VBA assesses compliance with the Act, regulations and code of conduct.
  • Step 5 – VBA determines a Pass or Fail audit result.
    • If Fail result, go to Step 6.
    • If Pass result, skip to Step 9.
  • Step 6 – Following a Fail audit result – Building surveyor notified of result and required improvements.
  • Step 7 – Building surveyor takes action, updates records and forms response.
  • Step 8 – Building surveyor provides evidence of required improvements.
    • Go to Step 4.
  • Step 9 – Following a Pass audit result – Building surveyor notified of result, no further action required.
  • Step 10 – End of audit process.

Learn more

Call us on 1300 815 127 or email us.