Todd,
In architecture our phases are Conceptual Design, Schematic Design, Design Development, Construction Documents, and Record Drawings. (technically, As Builts are supposed to refer only to the marked up drawings that the contractors supply back to the architect, and then the Record Drawings are made from these if the contract calls for it).
Essentially, all phase sign-off sets are kept for the purpose of responsibility, i.e., who was responsible for the design, and who signed-off (approved it). It is often argued that one phase set is no longer needed after the next phase set is signed off on, and it is hard to argue with that, except that, as a records manager for an architectural firm for over 13 years now, I know I get requests for any and all phase sets. For example, an issue might cause the designer to go back and show at what point the client approved a certain detail, because after the thing was built, the owner might say "I did not want that cabinet like that," then designer may have to go back to the phase wherein that particular item's design was finalized and approved to show, "here is where you approved this item being designed the way it was."
I have also received requests for the Construction Documents set and not the subsequent Record Set, because the requestor did not want to see what was built, but rather, what we were responsible for by contract as the architect.
Also, sometimes in arbitration or litigation it is your process, not your design, that is at issue, for due diligence or billing or any number of reasons specific to a project. So your system of reviews and approvals itself is one thing that you are documenting.
Owners of the structure generally need only keep the Record Set (sometimes referred to as As Builts), but the designer is well-advised to retain all phase sign-off sets for the duration of the statutes of repose in the jurisdiction the structure was designed and built in.
Gary Link, CRM
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Todd Johnson
Sent: Friday, October 14, 2011 11:11 AM
To: [log in to unmask]
Subject: Management of Large Engineering Drawings
This is a question for those who work for companies that keep engineering
drawings. Our Design Engineering group currently keeps copies of all Check
and Review, Approved for Construction, and As-Built Drawings. Each iteration
is initialed by the manager to show it is ready for the next phase. The As-Built
drawing is the only file that is critical as it contains the final version of what
was built. The other large copies are primarily kept for the small initials in the
corner. It seems like a lot of paperwork to keep just to show approval.
If anyone who manages multiple iterations of large drawings can shed any light
on a better process, I’m all ears.
Look forward to putting faces with names at ARMA.
Take Care,
Todd Johnson, CRM, ERMm
Southern Star Central Gas Pipeline
Manager - Records & Information Management
[log in to unmask]
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
|
