The copy of the drawings received by your client should be treated like convenience copies and probably should not be retained after the inital work on your side has been completed. Retaining this drawings could potentially versioning issues as your version may not necessarily match the version of the document on their side.
Having said that. we should however consider the possibility of being involved in a litigation issue - for e.g. if a company happens to be in litigation with the client, than having a copy of those drawings could prove your side of the story, in case there are questions regarding specifications and models
Thanks
Ganesh Vednere
Manager, Capgemini
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New York
________________________________
From: Records Management Program on behalf of Dylan H. Demery
Sent: Fri 3/28/2008 10:01 AM
To: [log in to unmask]
Subject: Client Provided Information for Projects
Hello,
I've been lurking on the listserv for a couple years and I have to
say, this is a great resource for records managers! I'm starting a
records program at my company and have used this listserv more times
than I can count! Currently, I am a documentation coordinator dealing
with our reports and proposals (develop templates, edit, etc.), but I
also do some business analysis/process improvement work. However, I will
be creating a records and archives program and have already began taking
the steps to do so. I am attending as much RM training as I can get and
reading mounds of reference material. I'm a member of ARMA International
and the N. Colorado ARMA chapter.
I work for a wind engineering consultant company and we've had a
records issue come up that I need some help with. In order to provide
our services, our clients (architectural and structural engineering
firms) send us copies of their architectural drawings. We use those
drawings to 1) develop our own drawings which are scaled down and 2)
create a model based on our drawings for testing in our wind tunnels. We
have been saving the client provided drawings for the same retention
period as the entire project. I'm beginning to think that we may not
have to. It would make sense to me that we retain OUR drawings (which we
use to build the model), but that the client is responsible for
retaining their drawings, provided that the drawings they send us are
copies and they have the originals. Any advice would be greatly
appreciated!
Thank You,
Dylan Demery
Documentation Coordinator
CPP WIND ENGINEERING & AIR QUALITY CONSULTANTS
1415 Blue Spruce Drive
Fort Collins, Colorado 80524, USA
Main: 1 970 221 3371 Fax: 1 970 221 3124
Direct: 1 970 498 2337
[log in to unmask] www.cppwind.com
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