Records Management

Project Records

Before a building is physically built, it is first constructed on paper. In order to insure the success of the building process, all of the materials, methods, spatial relationships, and functional outcomes must be described in great detail. The documentation takes the form of contracts, plans, written specifications, schedules, regulatory permits, product submittals, operation and maintenance manuals, test reports, photos. etc. For a particular building or project, the accumulated body of documentation is referred to as the project record. Much of this documentation that makes up a project record has value beyond the initial construction process. Maintenance operations for the life of the structure are dependent on accurate records of all elements of the completed project. These documents play an important part in the building commissioning process that sets the stage for the ongoing maintenance process. Accurate and accessible project documentation is particularly important to the cost-effective upkeep of the active mechanical and electrical systems and the modification and adaptation of these systems over the course of time.

At Bryant, the Project Manager (PM) assigned to a particular project is responsible for the assembly and care of the project record. At the outset of a project, the PM establishes a standardized filing format for all correspondence and documentation related to the project. The PM is responsible for the maintenance and distribution of documentation to all members of the project team within the University, from the inception of the project until project closeout. Following the project completion and closeout period, the original project record is transferred to a common archive for use by all members of the maintenance staff.

Major projects constructed after 2000 have included, as a standard requirement, that the architects and engineers must provide to the University an AutoCAD version of the project plans. These plans are to be included in the limited body of existing building plans that have been converted to the more durable and accessible digital format.

Environmental Records

Regulatory compliance requires extensive record keeping. EPA, OSHA, Fire Department, and other regulators have statutory requirements for documentation to verify the quality of ongoing compliance activities. Records are kept on such issues as; Asbestos Remediation, Air Duct Cleaning, Boiler Inspections, CFC Refrigerant Control, Department of Transportation Manifests, Elevator Inspections, Underground Tank Testing, Oil Spill Prevention and Cleanup, Right to Know Communications, Fire Alarm Inspections, and OSHA Training Records, to name a few. Much of this information is stored in the Facilities archives, and individual files are maintained by various staff members of the operations staff.

Technical Library

The Campus Management Department maintains a technical library consisting of engineering and architectural reference books, product literature, cost-estimating information, and code and regulatory reference books. Much of the library is located in the archives room, and some of the reference materials circulate throughout the administrative offices.