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RECMGMT-L  September 2001

RECMGMT-L September 2001

Subject:

Re: Postponed Project Files

From:

"White, Bruce" <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Mon, 17 Sep 2001 13:13:04 -0400

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (128 lines)

Patricia,

The only thing I can add to Larry's excellent comments and recommendations
is that I strongly emphasize you re-look the retention requirement for
current projects.  Unless there is a compelling business reason, you may
want to consider retaining these for a shorter length of time.

My agency currently retains project files for "five years after final
payment from FWHA."  There are exceptions, such as as-builds, right of way,
financial records, etc.  But the volume of these type of records is small
compared to the size of the project file as a whole.  We have found this
retention to be more than adequate to meet our needs.

Contact me off-line and we can discuss this in more detail if you would
like.

Bruce L. White, CRM
Manager, Records and Document Services
Virginia Department of Transportation
(804) 786-0954
[log in to unmask]


-----Original Message-----
From: Larry Medina [mailto:[log in to unmask]]
Sent: Monday, September 17, 2001 12:19 PM
To: [log in to unmask]
Subject: Re: Postponed Project Files


>I have five questions for the listserv.

I have one question for you after reviewing the five questions. How could
the Minnesota DoT have made a decision to become fully electronic without
having answers to any of these five questions?

Please don't think I'm being flip when I ask this, but it's difficult to
understand.

>The Minnesota Department of Transportation is moving to a fully electronic
>department.  The files we have on road construction are called Project
>Files and have a permanent retention attached to them.  However, only
>current projects are electronic at this time.

You may want to take this opportunity to evaluate the "permanent" retention
assigned to these files.  As I remember, the US DoT "only" has a
requirement of "...75 years beyond the life of the facility..."

>These files can be huge in size.  Some, in various stages of development,
>are now postponed.  For some we have a tentative new date, but others are
>shelved indefinitely.

Not only huge in size/volume, but complex in nature... scanned files of
contracts and forms, procurement documents, specifications, standards used
at the time of design and  construction (as reference documents will need
to be retained as part of the package), drawings, minutes of meetings,
correspondence, detail sheets, welder's qualifications, X-rays
(radiographs) of welds,  bills of material, bidder's documents, as-built
drawings and on and on.

There will be a wide range of formats, and standards need to be developed
and distributed to  any and all companies or staff producing
documents/drawings for inclusion in this package, including capture of
substantial amounts of metadata citing the programs and versions used to
generate the documents, including  (in the case of CADD) any and all
third-party products and/or routines or scripts written to generate the
drawings.  (Many engineers and architects using either Intergraph or
Autocadd as their primary system rely heavily on these 3rd party
applications for details and material take-offs.)

In addition, unless you intend to manage the files in some viewer only form
(PDF, TIFF, etc.) , you will need to keep copies of the software available
as long as you keep the files.

>By statute these files must be readily available to the general public and
>we must maintain the integrity of the information.

The concept of being able to provide access to an entire project file
electronically to the general public seems a bit unreasonable- you would
require an oversize monitor of sufficient resolution for them to access
images of CAD drawings, as well as having personnel available to initialize
the software unless you intend to provide this through a flat-file viewer
of some type.

>Questions:
>1.  On what media do we store these files?

Not as important as making sure you have a migration strategy.

>2.  In years to come (5, 10, 20?) will hardware and software be able to
>read them?

Only if you maintain it and/or migrate all data.

>3.  In years to come will we be able to pick up where we left off?

Likely not, unless the same software vendors are in business and you've
maintained the files in native format and consistently upgraded from the
legacy software.

>4.  How do we maintain and insure the integrity of the information?

Establish procedures.

>5.  How do we assure that this information is readily available to the
>general public during this period?

First determine what the requirement is and what level of information must
be made available, then make the determination how to best resolve this.

Best of luck!

Larry

***********************************************
Lawrence Medina
Senior Records Administrator
Lawrence Livermore National Laboratory
7000 East Avenue, L-520
Livermore, CA 94550-9516
925.422.7628
[log in to unmask]

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