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Subject: Re: How many blueprints to keep?
From: sasha babin <[log in to unmask]>
Reply-To:Records Management Program <[log in to unmask]>
Date:Thu, 8 Mar 2012 19:00:45 -0800
Content-Type:text/plain
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Robert,
 
You absolutely right and remind me some stories,
 
when paper based archives in one of municipalities gone - you know better what does it mean.
You recommend to keep copies on CD, it is very rational, include that this CD should also be protected from overwriting
Agree with you, new technologies - new rules as addition to existing ones.
 
Regard, and thank you for professional conversation,
 
Alex Babin

--- On Thu, 3/8/12, bobd <[log in to unmask]> wrote:


From: bobd <[log in to unmask]>
Subject: Re: [RM] How many blueprints to keep?
To: [log in to unmask]
Received: Thursday, March 8, 2012, 6:45 PM


I think I missed what type of organization .... private or public sector.
Public sector may have some legal requirements established by the state for
original drawings or "as built".   

I'm a firm believer for a central depository for engineering records, with
copies to the maintenance function.  

Biggest problem that I have observed are copies outside of the central area.
They seem to have a life of their own as the electrician, plumbers, etc.,
make changes "red lines" without updating the central system.  So when it
comes time to do some work on the area the "as built" drawings may not be
accurate.   A set of "as built" drawings for the archives is very
appropriate.  

More and more engineering drawings are in electronic format (tiff and PDF).
I have suggested to my clients they received a copy the drawings in
electronic format from the vendor/engineering and a set in paper for the
central file and archives.   If copies are needed, you will have the ability
to print from the electronic version and/or the paper copy.  Reason I
recommend retaining a copy in paper format in the event someone manages to
delete the tiff/pdf files and there is a problem retrieving them from
backup.   

With proper guidance the electronic version could be available for print by
the facilities personnel as needed (guidance:  security, print only)

A good policy and procedures are needed.


Robert W Dalton, CRM
Dalton Consulting
253-229-4555
[log in to unmask]

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Peter Kurilecz
Sent: Thursday, March 08, 2012 5:12 PM
To: [log in to unmask]
Subject: Re: [RM] How many blueprints to keep?

On Thu, Mar 8, 2012 at 8:03 PM, Jennifer Dennis Potter <
[log in to unmask]> wrote:

> .  He
> ends up with 15 drawings from a recent project but is afraid to throw 
> them out.
> So, maybe 2 for Facilities and 2 for archives.
>

a lot depends upon what the blueprints are. HVAC, Electrical, Plumbing,,
Structural, As Builts, etc. you'll need to get him to show each blueprint
and explain its purpose. Only he can tell you what ones have a long term
use. you can ask leading questions such as "if you didn't have this
blueprint would it be a problem?"
--
Peter Kurilecz CRM CA
[log in to unmask]
Richmond, Va
http://twitter.com/RAINbyte
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Information not relevant for my reply has been deleted to reduce the
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