Aipedia: Building control approvers

AI-written inspection reports and records

Aipedia, by the Apex broking team · Last reviewed 2026-10-30

AI can turn site dictation into inspection reports quickly, but building control records must be accurate and kept for at least 15 years. An AI-written note that is wrong can undermine a defence long after the inspector has forgotten the visit.

Part of: AI in building control approvers

In short

Building control bodies must keep accurate, up-to-date records for at least 15 years (OSR 1.7), and RBCAs must keep evidence, instructions, advice and decisions for 15 years from instruction, or longer if insurance requires (rule 5.9). RBIs must record their decisions and how they were reached (RBI code 5.8, Annex 1.2). AI dictation and drafting tools can introduce errors, add generic wording or omit observations. Because the Building Safety Act extended limitation for some claims, the inspection record may be the main evidence in a dispute many years later.

How AI is used for reports

Inspectors commonly dictate observations on site. AI transcription tools convert speech to text, and generative AI can then produce a structured inspection report: stage inspected, elements checked, contraventions found and actions required. Some building control software suggests standard wording based on the stage, or pre-fills reports from the previous visit.

The benefits are speed and consistency. The risks are mishearing technical terms, merging two visits, inserting standard phrases that do not reflect what was seen, and dropping qualifications such as "not visible" or "to be confirmed".

Transcription and drafting tools may also process audio and site details on external servers. Recordings can capture names, addresses and comments about occupiers, so check the supplier terms against your confidentiality duties; see AI, applicant data and confidentiality. Where reports are shared with applicants or other bodies, an error copied into several documents is harder to correct later.

The duties that apply

The main duties that apply are:

OSR 1.7: keep accurate and up-to-date records of building control functions for at least 15 years.
OSR 3.8 and 3.9: produce reports for all inspections, supported by evidence of the work inspected and how it was inspected.
OSR 3.11: provide reports in an easily accessible format.
RBI code 5.8: record, retain and disclose evidence, instructions, advice, professional judgements and decisions, in line with your organisation's processes and insurance policies, whichever is longer.
RBCA rule 5.9: keep these for 15 years from instruction, or longer if insurance requires.
Annex 1.2: show how decisions and opinions were reached.

Sources: operational standards rules, RBI code and RBCA conduct rules.

What can go wrong

A report that says "cavity barriers inspected and satisfactory" when the dictation said "cavity barriers on north elevation inspected, south not accessible" changes the record of what the inspector did. If the south elevation later proves defective, the report suggests a negligent inspection when the real position was a limitation that should have been followed up.

Illustrative: an inspector dictates notes at a foundation inspection, mentioning that the trench depth on one side was to be confirmed by the engineer. The AI report tool produces a tidy summary that omits the qualification. The engineer's confirmation never arrives, and nobody chases it. Years later settlement appears and the inspection report is disclosed in proceedings. It shows an unqualified approval that the inspector cannot now explain.

The time gap matters. The Building Safety Act 2022 extended limitation periods for some claims, and building liability orders can extend liability across related companies. Records may be read long after the people who wrote them have moved on.

How PI usually responds

Inaccurate records do not usually create a claim on their own; they weaken the defence of one. PI is typically written on a claims-made basis, so the policy in force when the claim is made responds, subject to its terms. If you stop trading, run-off cover becomes important because claims can follow years later. RBCA rule 5.9 links retention to insurance requirements, so check whether your insurer expects records to be kept longer than 15 years.

Practical controls

These steps reduce the risk:

Review and sign every AI-drafted report before issue; do not auto-send.
Keep the original audio or raw notes alongside the final report.
Switch off pre-fill from previous visits, or highlight carried-over text.
Use set phrases for limitations, such as "not visible at inspection", and check they survive drafting.
Check technical terms, product names and gridlines against the drawings.
Store records in a system that will still be readable in 15 years.

Related: AI defect detection in photos and AI and completion certificates. Apex arranges PI for building control approvers and inspectors, and a broker can check your run-off position and how your policy treats AI-drafted records. See the AI in building control hub.

Sources

Frequently asked

How long must building control records be kept?

OSR 1.7 requires records of building control functions to be kept for at least 15 years. RBCA rule 5.9 requires evidence, instructions, advice and decisions to be kept for 15 years from instruction, or longer if insurance requires.

Can I use AI to write my inspection reports?

Yes, but you remain responsible for their accuracy. Review each report against your notes, check that limitations and qualifications have not been dropped, and keep the original audio or notes. RBI code 5.8 and Annex 1.2 require records that show your actual judgements and how you reached them.

Why do old inspection records matter for PI?

Claims about building defects can be made many years after the work, and the Building Safety Act extended limitation for some claims. The inspection report may be the main evidence of what was checked, so an inaccurate AI-written record can weaken the defence your insurer relies on.

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Apex Insurance Brokers Limited is authorised and regulated by the Financial Conduct Authority. Registered in England and Wales, company number 07014570. This page is general information about how AI is used in the profession and how insurance may respond. It is not legal, regulatory or insurance advice on your circumstances, and it does not guarantee that cover will be available or on what terms.