9.3 MAINTENANCE OF FILES When a bridge is replaced or removed, the following procedures will be used to update files: 9.3.1 General Files will be maintained until construction is The various types of files have different complete. Construction sends out an email “custodians”: when construction projects have been completed. Retain information for bridges Design Files. The Bridge Area Engineers that have been relocated. are responsible for the design files. These are maintained in the crew area until the Remove drawings from the file room. project has been constructed and then are Check to see that drawings are in the microfilm record. of material that is duplicated “cleaned out” in the correspondence file, organized and Note the bridge has been replaced or filed downstairs with the survey. These files removed on the microfilmed records in the are retained until the structure is replaced. Bridge Bureau. Microfilm records will be retained for future information. Correspondence. The Administrative Assistant is responsible for maintaining the Request design, correspondence file, shop project correspondence file. When the drawings, and construction diary from Bridge Bureau is notified that a project has records management for disposal. been completed, the correspondence file is Note the bridge has been replaced or transferred to Records Management. removed in the card file located in the bridge Correspondence files prior to circa 1970 are file room. on microfilm. Paper copies of these older records do not exist. Drawings and files are reviewed by the Bridge Area Engineer to verify that correct Special Provision File. The Bridge Bureau records have been identified. standard special provisions consist of a set of files maintained by the Bureau on a Drawings are given to the Department’s server. They are accessible through the Historian; files are discarded. Bridge web page on both the Bureau’s Intranet and Internet. Provide the Bridge Management Section the structure number of the bridge replaced or Bridge Inspection File. The bridge removed. inspection files are maintained by the Bridge Management Section. Page intentionally left blank. Shop Drawings Files. The shop drawings files are maintained by the shop drawings reviewer. In general, shop drawings files are maintained in the area until a reviewer’s project is constructed, then they are filed in the Records Management area by the reviewer. 9.3.2 Structure Removal
9.3 MAINTENANCE OF FILES 9.3.1 General The various types of files have different “custodians”: Design Files. The Bridge Area Engineers are responsible for the design files. These are maintained in the crew area until the project has been constructed and then are “cleaned out” of material that is duplicated in the correspondence file, organized and filed downstairs with the survey. These files are retained until the structure is replaced. Correspondence. The Administrative Assistant is responsible for maintaining the project correspondence file. When the Bridge Bureau is notified that a project has been completed, the correspondence file is transferred to Records Management. Correspondence files prior to circa 1970 are on microfilm. Paper copies of these older records do not exist. Special Provision File. The Bridge Bureau standard special provisions consist of a set of files maintained by the Bureau on a server. They are accessible through the Bridge Bureau’s web page on both the Intranet and Internet. Bridge Inspection File. The bridge inspection files are maintained by the Bridge Management Section. Shop Drawings Files. The shop drawings files are maintained by the shop drawings reviewer. In general, shop drawings files are maintained in the reviewer’s area until a project is constructed, then they are filed in the Records Management area by the reviewer. 9.3.2 Structure Removal When a bridge is replaced or removed, the following procedures will be used to update files: Files will be maintained until construction is complete. Construction sends out an email when construction projects have been completed. Retain information for bridges that have been relocated. Remove drawings from the file room. Check to see that drawings are in the microfilm record. Note the bridge has been replaced or removed on the microfilmed records in the Bridge Bureau. Microfilm records will be retained for future information. Request design, correspondence file, shop drawings, and construction diary from records management for disposal. Note the bridge has been replaced or removed in the card file located in the bridge file room. Drawings and files are reviewed by the Bridge Area Engineer to verify that correct records have been identified. Drawings are given to the Department’s Historian; files are discarded. Provide the Bridge Management Section the structure number of the bridge replaced or removed. Page intentionally left blank.
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