4 Main Elements of a Record Keeping Policy: Architectural CAD Drafting Services
It’s essential for an organization to have a sound record keeping policy in order to keep their office clean and organized. The article discusses some main elements of an effective record keeping policy.
Having a sound record keeping policy in place is absolutely essential for The AEC Associates Architectural CAD Drafting Services to keep the office uncluttered and in order and make the past drawings and records easily accessible for use in the ongoing projects. A good record keeping policy is a must for Architectural CAD drafting services as it doesn’t only keep the office clean and organized but also provides a legal safeguard for them in case of litigations or difficult situations etc. Incorporating some basic elements in a record retention policy is necessary to make it more effective and useful for the organization.
It’s important to ensure that the relevant records are swiftly and conveniently accessible whenever the need arises since records are mighty important for an organization, especially an architectural one. One should clearly specify records by categories and sub categories in the policy formed for archiving drawings, specifications and other records to avoid any ambiguities,which would otherwise render the policy ineffective. Following are some essential elements of a sound record keeping policy.
· Time period for which records are to be kept
It’s essential to describe the time period for which the records are to be maintained since keeping them after they have become irrelevant would only create confusion and make the retrieval of required drawings or documents more difficult.
· Method for storing and destructing the records
The policy should specify the methods for storing and destructing the records. It’s best to standardize the procedure since it would limit any ambiguity and make sure that work doesn’t suffer in case somebody leaves the organization.
· Protocol for the records that cannot be easily categorized
Some records are always difficult to be categorized. It’s very important to set up a protocol for such records and specify if they are to be retained or discarded.
· Other considerations like current office practices
Architectural CAD drafting services should also consider more intricacies while forming a record keeping policy. One must keep in mind current office practices so that the staff doesn’t feel uncomfortable adopting the new policy. Archiving should be done scientifically so that using the archived records is convenient for the employees.It’s necessary for enhancing the quality of current projects and helpingemployees in taking right decisions based on past experience.
The office space can turn into chaos pretty quickly if Architectural CAD drafting services don’t have a sound record keeping policy in place. A good record retention practice helps an organization run efficiently and in an orderly fashion,and provides a reference during present projects and also during the time when some legal matter comes up.
