Linda:

If the stamp says "Received", "Rec'd", or something like that, then it only
identifies when the document came to you.  This may be important if it
relates to procurement or contract deadlines.  If procurement or contract
documents specifically describe a mechanism for acceptance / questions /
rejection of advice, then your manager's concerns will be addressed in a
defensible way.  This formal mechanism will also make clear when acceptance
for payment occurs.

Bernard Chester, CDIA+, EDP, ICP, AIIM MIT
Principal
IMERGE Consulting, Pacific Northwest Office
7683 SE 27 Street, #316
Mercer Island, WA   98040
(office) 206-230-9253
(cell) 206-979-7389
mailto:[log in to unmask]
web: http://www.imergeconsult.com


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Linda Buss
Sent: Monday, February 06, 2006 5:47 AM
To: [log in to unmask]
Subject: [RM] engineering records and document control procedures

Good morning Listservers,

Your collective wisdom has proven to be useful in the past, and once again I
come to the fount of knowledge.

I work for an engineering firm which receives submittals from contracting
design firms that include load rating calculations for bridges. The
engineering manager was concerned when the mailroom stamped incoming
calculation books with the date received stamp.  She stated that by applying
our date stamp to the calculations it implied we accepted the consultant's
calculations as true and accurate.  My thinking is that this merely notes
when we received the submittal and does not imply acceptance of the content
matter.

My question to you is this: is she correct in her assumption, or is she
being overly cautious?  Am I incorrect in my reasoning that this is nothing
more than a chain of custody procedure?

Thanks in advance.

Linda Buss, MA
EDMS Manager
OBDP

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