Linda,

Our firm uses a review stamp that has several selections, including "Approved," "Approved as Noted," "Revise and Resubmit," and "Rejected." The architect or engineer checks the appropriate box, then signs and dates. Other offices may date stamp when they received the submittal so they can document when they got it and passed it around (though this is also logged into a project management program like Expedition), but the date stamps are recognized for such, and the review stamp is recognized as documenting the review and decision.

If your firm does not already use a review stamp, it might consider developing one. This should eliminate any confusion, and allow for date stamps so others can document their receipt of the submittals.

Good Luck,
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: Linda Buss [mailto:[log in to unmask]]
Sent: Monday, February 06, 2006 8:47 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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