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Records Management Program <[log in to unmask]>
Date:
Fri, 15 Apr 2005 12:48:31 -0500
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Records Management Program <[log in to unmask]>
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Mike Popkin <[log in to unmask]>
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I do not think permanent is correct for how long to retain Engineering
drawings- it should be for the life of the facility (equipment, etc...) +
whatever number of years your state statute may require (pending any ongoing
litigation). It is not necessarily permanent, so it needs to have some
latitude.

Mike Popkin

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On Behalf
Of Jones, Virginia
Sent: Friday, April 15, 2005 8:59 AM
To: [log in to unmask]
Subject: Re: Engineering Drawing Questions

Our only (at the present) Document Management system is for our
Engineering Drawings.  We scanned them using an oversize document
scanner, indexed them (and entered some additional information) into our
EDMS, and placed the originals in proctective storage.  Why?? Three
primary reasons - 1) our drawings must show the signature of the
Professional Engineer who approved them and the scanned images do not
suffice for regulatory purposes at this time, 2) the scanned images were
not always able to plot in scale (very important to engineers), and 3)
the retention for the drawings is permanent and it is more cost
effective to store the originals than to maintain migration of the
images, at least at this point in time.

Storing mylars with other materials is problematical only if the mylar
is clear, colorless, [biaxially oriented/stressed/drawn]
poly(ethylene-terephthalate) [PET] films, such as Dupont Mylar D, ICI
Melinex 516 or equivalents.  These mylar materials have a life
expectancy of several hundred (or more) years and do not interact
unfavorably with other materials.  Blueprints may or may not off-gas
ammonia fumes and should probably be stored separate from other
materials.  Non PET mylar should not be stored with other materials, and
you would be better off either destroying these after filming or imaging
or copying the drawings to a more stable material.

The following is an excerpt from a paper I am in the process of writing
(it is intellectual property and may not be copied or forwarded except
in the context of this message):

"Original hardcopy drawings are drawn on paper, fabric or polyester
film.  Today's engineering environments use mostly paper or polyester
film, but drawings in all media still exist.  Paper was once (and is now
occasionally) manufactured with all fabric content or with both
cellulose and fabric content.  Very good papers were made with linen
fibers and everyday papers were manufactured with cotton fibers.
Original engineering drawings on fabric generally used all linen or
mostly linen media.  The linen was backed with a sizing to keep the
fabric stiff.  This sizing is considered very appetizing by many insects
and other pests, as is paper.  A variety of papers are used for
drawings, with vellum being the most preferred for original drawing
creation.  True vellum is a thin specially treated untanned "leather"
from calf skin, also known as parchment, which has been used for
centuries for documents and book bindings.  In the modern world, vellum
is also a strong, high quality, lightweight, transparent or translucent
paper.  Cellulose content bond paper is also used for most working
copies and duplicates of engineering drawings.

The most popular "modern" hardcopy original drawing media is polyester
film (Mylar(r)).  Mylar(r) is an exceptionally strong, transparent film
that resists moisture, pollutants, oils and acids.  Clear, colorless,
[biaxially oriented/stressed/drawn] poly(ethylene-terephthalate) [PET]
films, such as Dupont Mylar D, ICI Melinex 516 or equivalents, are
considered suitable for preservation with a life expectancy of hundreds
of years.   Engineer drafting functions also prefer polyester film
because it's transparency aids the revision and redrawing process, it
produces very legible copies, the material does not deteriorate easily
with frequent handling, and the material does not attract insects and
other pests like paper and fabric."


Ginny Jones
(Virginia A. Jones, CRM)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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