Keeping LEED records aligned when specified materials change

When a specified finish or insulation becomes unavailable, a readily available substitute may be the practical choice, but it can affect more than the appearance or installation details. It may change whether the project can document a particular LEED credit, and whether the replacement will be straightforward to maintain or source later.

How do teams handle that decision in practice? I’d want the substitution reviewed against the applicable credit requirements before approval, then the final product data and any revised documentation kept with the project record. Who normally owns that review and handoff: the sustainability consultant, architect, builder, or someone else? I’m also curious how teams record maintenance and replacement information so it doesn’t get lost when the original specification changes.