Daniela,
The best practice will be for you to align three things: your corporate
policy, the realities of the way your projects are conducted, and the
realities of long-term preservation/access of electronic records. The
operations people, management, RM, and IT at least will need to be
included in this discussion.
How long do the drawings need to be retained? Do you have the
wherewithal to maintain/access them electronically for that period? What
"wherewithal" will you need to be able to maintain/access them for that
period? You will need to set all of that out for all to see -- file
formats, storage media, hardware/software. You have to set out a
strategy for the long term preservation/access of electronic records,
and then provide for that strategy. It can be done, but not without that
work up front.
During that long discussion you may determine that you have to keep the
drawings longer than you can guarantee you'll have ability to
maintain/access them electronically. So then you may end up printing
them out. And that is not a bad thing, no matter what some people may
say (Hi Steve!). It could save you money/trouble in the long run,
especially if they are permanent records.
Good luck,
Gary Link, CRM
Astorino
Pittsburgh, PA 15222
-----Original Message-----
From: Daniela Serban [mailto:[log in to unmask]]
Sent: Monday, March 03, 2008 10:19 PM
To: [log in to unmask]
Subject: [RM] Best practices for archiving engineering documentation
Greetings to all,
I am posting this message on behalf of my manager Jim Mees. We are
working in the Document Management Group for an EPC company in Toronto
area.
I am seeking information on best practices for archiving engineering
documentation. Specifically, I am interested in best practices of
engineering documentation produced by another company but reviewed and
approved by my company. Our company instructions state that we must
retain a hard copy with signatures for archiving purposes however the
process for these company submitting these documents, along with our
review of the documents, is completely electronic and this seems like a
waste of time and money. Our records management department believes
that DVDs are not a reliable media format to store these documents long
term and therefore offsite storage of paper copies is the most viable
option.
I would like to know what other engineering firms are doing regarding
archiving of their documentation and what is the best practices for
archiving of electronic media.
Many thanks in advanced for your assistance!
Warm regards,
Daniela Serban
[log in to unmask]
[log in to unmask]
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