Engineering Inc - July/August 2017 - 27
LGE
BY BOB VIOLINO
out all the key requirements, Levin says.
That includes the types of documents to be retained;
in what format they should be retained; the length of
time particular documents need to be kept; the method
and policy for destruction; how and when to suspend
the policy (for example, during a "litigation hold"); and
an efficient filing system for the organization of records.
"In addition, the policy needs to be practical enough
to allow easy compliance and flexibility but can be uniformly applied as much as possible," Levin says.
Although there are commonalities across all document retention programs, firms should customize their
strategy as needed. "A document retention strategy
needs to be tailored to the specific needs of the firm and
its clients," Messmore says. "The policy should have
consistent protocols for the project types that the firm
undertakes. Not all project types have the same risk
profile, so in some cases certain project records can be
disposed of sooner than others."
Just as importantly, firms should have policies for
managing records in each phase of the 'document life
cycle'-acquisition, storage, usage/access, distribution/
sharing and archiving or purging records, Harris says.
THE RELEVANT LAWS
When establishing a records retention policy, firms
should refer to various sources to set appropriate retention periods, Harris says.
For project records, where the establishment of retention periods can be particularly complex, firms should
first look to the statutes of limitation and repose of
the state where the project is located, and plan to hold
documents for at least those periods.
Second, the project contract itself might contain
responsibilities regarding post-project records retention. Finally, certain states may have legal or regulatory
document retention requirements specifically for design
professionals, Harris says.
For example, a New York Board of Regents rule
requires a licensee to maintain for at least six years "all
preliminary and final plans, documents, computations,
records and professional evaluations prepared by the
licensee, or the licensee's employees, relating to work to
which the licensee has affixed his seal and signature."
Storing records electronically is the most cost-effective
option, Harris says, but it is also the option that most
threatens the integrity of the records.
JULY / AUGUST 2017
A rule of
thumb is to
preserve
documents
for at
least the
statute of
repose in
your state
plus six
years
ENGINEERING INC.
27
Table of Contents for the Digital Edition of Engineering Inc - July/August 2017
Engineering Inc - July/august 2017
Contents
From Acec to You
Market Watch
Legislative Action
Working on a Cure
Year of Engagement
Employment Recovery
Brand Perception
Digital Documentation
Pli Market Remains Strong
Standing Tall
Mcmahon Power
Guest Column
Mergers and Acquisitions
Members in the News
Business Insights
Engineering Inc - July/August 2017 - Intro
Engineering Inc - July/August 2017 - Engineering Inc - July/august 2017
Engineering Inc - July/August 2017 - Cover2
Engineering Inc - July/August 2017 - T1
Engineering Inc - July/August 2017 - T2
Engineering Inc - July/August 2017 - T3
Engineering Inc - July/August 2017 - T4
Engineering Inc - July/August 2017 - T5
Engineering Inc - July/August 2017 - T6
Engineering Inc - July/August 2017 - T7
Engineering Inc - July/August 2017 - T8
Engineering Inc - July/August 2017 - Contents
Engineering Inc - July/August 2017 - 2
Engineering Inc - July/August 2017 - 3
Engineering Inc - July/August 2017 - From Acec to You
Engineering Inc - July/August 2017 - 5
Engineering Inc - July/August 2017 - Market Watch
Engineering Inc - July/August 2017 - 7
Engineering Inc - July/August 2017 - Legislative Action
Engineering Inc - July/August 2017 - 9
Engineering Inc - July/August 2017 - Working on a Cure
Engineering Inc - July/August 2017 - 11
Engineering Inc - July/August 2017 - 12
Engineering Inc - July/August 2017 - 13
Engineering Inc - July/August 2017 - Year of Engagement
Engineering Inc - July/August 2017 - 15
Engineering Inc - July/August 2017 - 16
Engineering Inc - July/August 2017 - 17
Engineering Inc - July/August 2017 - Employment Recovery
Engineering Inc - July/August 2017 - 19
Engineering Inc - July/August 2017 - 20
Engineering Inc - July/August 2017 - 21
Engineering Inc - July/August 2017 - Brand Perception
Engineering Inc - July/August 2017 - 23
Engineering Inc - July/August 2017 - 24
Engineering Inc - July/August 2017 - 25
Engineering Inc - July/August 2017 - Digital Documentation
Engineering Inc - July/August 2017 - 27
Engineering Inc - July/August 2017 - 28
Engineering Inc - July/August 2017 - 29
Engineering Inc - July/August 2017 - 30
Engineering Inc - July/August 2017 - Pli Market Remains Strong
Engineering Inc - July/August 2017 - 32
Engineering Inc - July/August 2017 - 33
Engineering Inc - July/August 2017 - 34
Engineering Inc - July/August 2017 - Standing Tall
Engineering Inc - July/August 2017 - 36
Engineering Inc - July/August 2017 - 37
Engineering Inc - July/August 2017 - 38
Engineering Inc - July/August 2017 - 39
Engineering Inc - July/August 2017 - Mcmahon Power
Engineering Inc - July/August 2017 - 41
Engineering Inc - July/August 2017 - 42
Engineering Inc - July/August 2017 - 43
Engineering Inc - July/August 2017 - Guest Column
Engineering Inc - July/August 2017 - 45
Engineering Inc - July/August 2017 - Mergers and Acquisitions
Engineering Inc - July/August 2017 - 47
Engineering Inc - July/August 2017 - 48
Engineering Inc - July/August 2017 - Members in the News
Engineering Inc - July/August 2017 - 50
Engineering Inc - July/August 2017 - 51
Engineering Inc - July/August 2017 - Business Insights
Engineering Inc - July/August 2017 - Cover3
Engineering Inc - July/August 2017 - Cover4
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