Having a sound record keeping policy is vital for The AEC Associates CAD Documentation Services in order to avoid chaos and maintain a smooth workflow. The idea is to know which records are to be kept and for how long, and which ones are to be discarded and when. This is important to keep the office of CAD documentation services clean and find the relevant records without any inconvenience or delay whenever required. It may be noted that the obvious archival materials include drawings, specifications and other design material, but it is important to retain other records also. Clearly classifying different types of records thus becomes essential for policy makers before forming a record keeping policy for the organization as it helps them maintain order in the office.
Types of records:
Generally, the records to be retained by CAD documentation services can be broadly divided under the following three different archival categories:
- Architect-owner records:
These include the site drawings and other records provided by the owner and the sketches made by the architect for discussions with the client at each stage of the process
- Consultant records:
These records include the drawings and specifications prepared by various consultants like the structural consultants, electrical consultants, mechanical consultants etc for the architect. Retaining them is vital for future needs and references.
- Architect-contractor records:
These include the final working drawings and specifications for construction; rates for different works and bills and payment records etc. These are vital from legal point of view.
These archived documents and records are of utmost importance for CAD documentation services for various reasons. Having these records enables the organization to pinpoint how specific decisions were made and what were the results of those decisions. This helps in future design process. Identifying important decisions that changed the course of a project is possible through retaining these documents and records. They would tell you why the number of floors was changed or a new material was used; and who took these decisions and who approved them.
Importance of documentation:
Documenting major decisions is important for CAD documentation services primarily for two reasons:
- Legal importance- These documents are vital for protecting yourself against any possible legal suits in future; they act as a shield as you have everything in black and white;
- Future reference- These archived drawings and records are reference material for future projects of similar kind; so they may be helpful in taking important decisions while handling similar projects later. Clients also require records some time in future for various reasons and having these enables the architect in obliging them.
A sound record keeping policy is imperative for CAD documentation services for operating smoothly and keeping their offices in order. The first step towards forming such policy is to classify the types of records to be retained.