A sound record keeping policy is vital for The AEC Associates Architectural CAD outsourcing services in order to keep the office clean and workflow smooth. There are several considerations for forming a good record keeping policy, however, one basic fundamental to be understood clearly while forming such a policy for the organization is that managing information doesn’t mean retaining everything. It’s absolutely essential to ascertain which information about the projects is to be retained by the Architectural CAD outsourcing services and for how long. The professionals in the construction industry are aware that the obvious archival materials include drawings,specifications and other design material, but it is important to retain other records also. This makes it essential for the policy makers to clearly classify different types of records.

Architectural CAD Outsourcing Service
Architectural CAD Outsourcing Services: Record Keeping & Types Of Records

Types of records:

The records to be retained can be broadly divided under three different archival categories:

  • Architect-owner records- include the site drawings and other records provided by the owner and the sketches made by the design team for discussions with the clients at each stage of the process
  • Consultant records- include the drawings and specifications prepared by various consultants like the structural consultants, electrical consultants, mechanical consultants etc.
  • Architect-contractor records- include the final working drawings and specifications for construction; rates for different works and bills and payment records etc.

These archived documents and records are of utmost importance for the Architectural CAD services. These can be used as resources to tell the chronological story of a project. They enable the organization to pinpoint how specific decisions were made and what were the results of those decisions. It is possible through these documents and records to identify the important decisions that changed the course of a project. They explain the reason why two floors were added to the original plan; why was the flooring material or the mixture specification changed; who passed the order for the changes in the contract of the labor contractor; who approved or altered the specifications for the partition panels or the canopy design.

Documenting each of these decisions is imperative for the CAD outsource services in the following two ways:

  • it may hold significance from a legal point of view, you have to protect yourself from a possible legal backlash in future;
  • It may help in taking decisions in future projects as these drawings and records are important reference materials in case one gets projects of similar types. In addition, the clients may also sometimes return to the architects to request for relevant records that could be helpful in facility management.

A sound record keeping policy can help prevent an office from turning into a chaotic place. Understanding the types of records one has to keep is the first step towards forming such a policy.