Bob:

Since I would use the document management system from the development of the
bid set, I would index everything.  And the DM should be an excellent
mechanism for tracking changes all the way through to completion.  The fact
that the Bid and Construction sets are not kept forever has (to me) no
relevance to whether they should be indexed.

Plus I would add that:
* The Bid set (and all proposals) needs to be kept long enough to address
any questions about the award.  Which, if a public entity, may be many
years.  
* The construction set and all approved changes are needed for as long as
the builder's warrantee is active.

Bernard Chester, CDIA+, ICP
Principal
IMERGE Consulting
7683 SE 27 Street, #316
Mercer Island, WA, 98040
(office) 206-230-9253
(cell) 206-979-7389
mailto:[log in to unmask]


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of bobd
Sent: Tuesday, July 04, 2006 5:37 PM
To: [log in to unmask]
Subject: [RM] Retention of Engineering Drawing Question

Having been around engineering drawings for a few years it has been my
experience that they are normally produced as
follows:

1.	Bid Set (Used or produced to accompany the bid documents to the
vendor)
2.	Construction Set, plus approved changes (Used during the project
construction)
3.	"As Built" Set (Produced as the final set upon completion of the
project)

If the above is correct, then I could assume that:

1.	Bid Set:  Retention could be established that the drawings could be
destroyed with the Bid documents based on
notification date of the selected vendor, plus whatever years established by
the organization.
2.	Construction Set:  Retention could be established that the documents
could be destroyed upon closure of the
project, plus whatever years established by the organization.
3.	"As Built":  Permanent or on sale or destruction of the entity.

Question:  If you had an established document management system for the
drawing set and you indexed each individual drawing would you do so for the
Bid Set and Construction Set or only index the "As Built" and changes to the
"As Built"?

It has been my contention that the Bid and Construction drawings are
temporary in nature and would not be indexed.  

I would appreciate any thoughts on the subject.


Bob Dalton, CRM
Dalton Consulting
253-229-4555
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