On Thu, May 22, 2014 at 11:44 AM, Joseph Morris <[log in to unmask]> wrote:

> Our firm (midsize engineering firm in the Pacific NW, US) has a flat
> retention policy for project files of 10 years after close of project.
>  There is no differentiation for type of document, discipline, or media,
> hence digital and paper files bear the same retention.  Is anyone of the
> opinion regarding (or have direct experience with) changing a retention
> policy to extend the retention of electronic records and not paper files?
>  These would likely, though not inclusively, be copies of the same
> documents, differing only in media format.
>

There are more questions to be asked here.

Advice you've received is correct- retention is based on value of content,
NOT media it resides on.

Other advice about maintaining electronic as record, considering paper as
reference.... that MAY be less accurate.

All you said is "engineering"... if your firm does this for clients and
they've paid for the engineering, typically, the product belongs to them.
Also, if there are stamps/seals/signatures on any drawings, calculations,
specifications... then the hardcopy records are THE RECORD.

In some settings, requirements are that the documents signed by the RPE are
maintained as long as a facility remains in operation... an example would
be a building where the public is allowed access, or a bridge, or a
pipeline.

One classic example where having the records saved a firm:
http://www.engineering.com/Library/ArticlesPage/tabid/85/ArticleID/175/Hyatt-Regency-Walkway-Collapse.aspx

Another where NOT having the records was costly:
http://www.mercurynews.com/ci_18319092

Larry
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-- 


*Lawrence J. Medina Danville, CARIM Professional since 1972*

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