Deborah--

When I worked for an architectural firm where I developed the beginnings 
of a records management program, drawings received from the client and or 
governmental agencies were always treated as reference copies. As far as I 
could tell, we only received copies, never originals. These drawings are 
retained for as long as they are useful to my old firm's involvement with 
the project, Any drawings that your firm receives via subcontracting, the 
shop drawings, are essentially a "work for hire" and should be treated 
like your own firm's original drawings. While it's not always easy, I've 
found that it is good practice to speak with the executive architect or a 
project executive to be sure they are cognizant of who is responsible for 
which sets of drawings and records. 

From my experiences with architecture-construction industry, I've found 
that's it more often the case that the owner, architect, and contractor 
entities each retain almost the exact same set of records. I've sometimes 
thought it would be nice for us records managers if the contracts among 
the 3 major entities, defined who would be responsible for which records, 
or to encourage active relationships among the records managers / document 
control managers for the 3 entities to reduce duplication and to know who 
owns record copy. Since I was not in this industry for a long time, maybe 
my interactions are in the minority and don't describe how most other 
firms operate. I certainly hope the latter is true.

--Stephen

Stephen Cohen
Records Manager
MetLife \ Legal Affairs
27-01 Queens Plaza North
Long Island City NY 11101
212-578-2373


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!"

At the architectural/engineering firm where I work we follow these
guidelines:  In the case of an architectural print which is historical
(indicating how the building was constructed before we became involved),
we would save it as a reference, but not as part of the project.  The
exception to this rule would be if a subcontractor has submitted what we
call "shop drawings".  An example of that would be if the mechanical
contractor submitted his prints indicated how he will carry out in
detail, his responsibilities, and those prints were "accepted" by us.
In that case, a retention period reflecting the statute of repose or
statute of limitations is applied.

Just a perspective from the other side of the coin.


Deborah K. Wolf 
Records Manager 

S W B R    A R C H I T E C T S 


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