Dear Colleagues,

The discussion back and forth on this thread has been both interesting and
enlightening.

I was involved in supplying advice to a Local Government Agency "LGA" some
two years past and the advice provided on this thread is basically what I
advised them at the time.

I wish to provide you with a situation with another Western Australian LGA
and their processes.

The LGA requests their input data to be supplied as print files in
electronic format and hard copy prints and as 99.9% of contractors and
drafting houses use AutoCAD and the other 0.01% Microstation they advise
their preference for AutoCAD format. They also identify that their
preferences is for AutoCAD print files in addition to paper prints of all
drawings preferably in A1 = D size in the USA..

Where information is only supplied in paper format they scan the paper into
the ERMS as a .tif image.

They do not destroy the original paper once scanned as we have seen the
persons using the drawing information prefer to have hard copy to take into
the field. And I believe, rightly so.

The catch! Only the electronic image is the official approved image.
Mark-ups can only be carried out on the electronic copy [now the official
master copy] so all persons with access have the same data to work from and
there are no missing bits not on the official record.

Field personnel are not permitted to write on the paper copies in their
possession as the official line is that these paper copies are not the
property of the LGA and to notate on the paper prints would alter the
integrity of the clients, contractors or builders data suppled to the LGA.
[Not my recommendation but it appears to work in the field].

After 2 years the paper copies are destroyed unless ongoing action is in
play.

My little input from Down Under.

Laurie

Mr Daniel Lawrance [Laurie] Varendorff, ARMA
A Records Management Professional, and proud of the fact!
Consultant/Trainer/Tutor/Presenter: Records and Information Management
Imaging and Micrographic Specialist: 30 years experience

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