Aaron:
My own experience is to first find out how the engineers think about what
they are designing, like whether they distinguish among the different types
of pipelines they design. This changes and must be reviewed every 5 to 10
years, but this gets the engineers thinking a little more specifically. You
may be surprised at their answers to what they classify separately.
Then I ask them to distinguish the different phases of the project. For
example, there may be a conceptual phase, a design phase, a construction
phase, and a maintenance phase. Each of these phases requires different sets
of documents. For example, the conception phase does not require getting
permits.
Within the phase I ask them to tell me how they use the documents. For
example, does it make sense to separate the different types of permits
required, or just lump them together into a single group called permits.
They may tell you that certain sets of drawings that may seem terribly
important to you are throw-aways as soon as they have been presented to the
client. Each project has its administrative documents as well as its working
documents. I always try to keep these as complete and organized as possible
because this is when the engineers need them. One of the criteria I try to
get them to distinguish is when they want a particular document destroyed at
different times. Clearly, permits and as-builts are going to have the
longest retention, life of asset, but the engineers may have good reason to
retain the design drawings longer than the end of the project to demonstrate
what the engineers intended versus what the contractor built.
Most important of all, however, is to at least appear to be listening to the
engineers. It doesn't matter if it is consultants, architects, doctors,
lawyers, or engineers, the best way to get them to listen to you is to first
listen to them, and then let them know you heard them. They will usually
listen to your advice after that.
Best wishes,
Carol
Carol E.B. Choksy, Ph.D., CRM
CEO
IRAD Strategic Consulting, Inc.
(317) 294-8329
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Aaron A Taylor
Sent: Wednesday, July 13, 2005 8:49 AM
To: [log in to unmask]
Subject: Re: Project Files
You're right, I apologize for submitting a half-formed question, especially
when in the midst of a conversation with an engineer...not a good
combination.
I would like to hear other viewpoints related to your approach to
classifying specific project files such as facilities construction projects,
oil product transportation systems development projects, etc. as opposed to
more "administrative" or general business type projects. I have also
struggled for years not so much with the project working files but for the
varying demands on building out and defining the final project files and
retention demands (general project files certainly do not have the lifespan
of projects that involve hazardous or environmental construction issues).
Thank you again for the insight.
Aaron A. Taylor
Consultant
Access Sciences Corporation
"Link, Gary M." <[log in to unmask]> wrote:
Aaron,
What is your question?
Gary Link, CRM
Corporate Records Manager
Astorino
227 Fort Pitt Boulevard
Pittsburgh, PA 15222
412.765.1700
412.765.1711 Fax
www.astorino.com
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Aaron A Taylor
Sent: Wednesday, July 13, 2005 8:32 AM
To: [log in to unmask]
Subject: Project Files
I would be interested in input from anyone who deals with project files,
both working and final files, mostly in the area of Engineering Design and
Construction such as facilities, assets, etc. for downstream oil companies,
but also for any general project file setup.
Please feel free to reply to the listserv as well as to the email address
below.
Thank you for your assistance.
Aaron A. Taylor
Consultant
Access Sciences Corporation
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