When I worked for an architecture-construction firm we ran into the same 
situation. I resolved it by implementing just what Peter just recommended 
-- to create a records series for reference materials with its own 
retention period. I believe the actual retention rule went something like 
"retain until superseded" or "destroy 1 year after obsolescence".

When we did this and then asked the architects and designers to have their 
file classifications conform with the new rule, an entire library of 
knowledge was assembled (on a network drive) from the myriad ad hoc 
collections within each project and on each person's local and network 
drives. (Oddly, I don't recall there being any duplication except for a 
few instances involving color blocks.) An unanticipated benefit was that 
the designers' computers picked up speed since they were not bogged down 
with reference materials on local drives anymore.


Stephen Cohen, Records Manager
MetLife \ Legal Affairs
1095 Avenue of the Americas
New York, NY  10036-6796
212-578-2373
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