We all know that six is the devil’s number. But why FIDIC 1999 editions require that some documents should be submitted in 6 (six) copies? Why not 5 or 7?
The response is quite simple, but rather unexpected.
To find out the answer let’s go back to 1980’s. Imagine that you are Contract Manager and that you use latest scientific miracle for contractual correspondence: typing machine!
Now imagine that you have a Project Manager who likes to drink a coffee and, as it happens from time to time, he spills coffee on documents. Since those documents are very important, you decide to make one copy of each document you hand over to him.
You have three options:
Option No. 1: During typing of the original documents, you make additional copy using carbon paper. This way you would get two identical copies.
Option No. 2: After you finish typing original document, you prepare yourself another coffe and you retype it again.
Of course, this would mean that you need as much time to retype it as it would need you to type the original document. In addition, you could make typing mistakes, causing that copy is not the same as the original. This option would be less popular, less accurate and more time consuming.
Option No. 3: You could use good old printing machine.
However, having in mind effort necessary for production of one copy, this would hardly be your choice. Printing machines are used for production of bigger number of copies, for example newspaper.
Which option would you choose? Of course, Option No. 1 with carbon paper seems the most logical, because for the lowest price you would receive sufficient quality of document i.e. you would get the job done.
Why six copies?
But, there is a catch. You can make only six copies with carbon paper during one typing because you can not put more paper in the typing machine!
Now imagine that you produce 4 copies of a document and you need 1 more? What a waste of time to retype it again! Especially when you know that you could produce additional 2 copies, with basically no additional effort!
Having in mind that maximum number of copies which could be made in one typing with carbon paper was six, the authors of FIDIC opted that maximum number of copies should be produced. The reason was to avoid unnecessary waste of time for later production of potential additional copies by retyping originals. This contractual stipulation remained the same even in FIDIC 1999 editions, when use of computers, printing, scanning and copy machines was considerably increased worldwide and production of documents copies made significantly easier.
Authors of FIDIC 2017 significantly reduced number of paper copies for certain documents. For example, as per FIDIC 2017, Interim Payment Certificates should be provided in 1 paper-copy and 1 electronic copy, instead of six paper copies which were required in FIDIC 1999 editions.
Don’t print the paper unless it is really necessary. Let’s save the threes. We’ll need them!
Nikola Pavlovic, Ms. (C.E.), PMP