At the end of a project, electronic as-built records are required to be submitted to Maps & Records for archiving. All submitted closeout records will be archived into the Online Archive Database within approximately 2-3 months of review and acceptance. These records provide the University with a permanent record of actual construction, including change orders and field directives, to facilitate troubleshooting and provide for the potential of future building alterations.
As-built records relating to maintenance and construction projects on Stanford University related grounds and facilities are accepted. These records typically consist of drawings and/or related documents and are required in the below formats if available.
- Excel metadata matrix of all drawings
*A multiple page PDF file that represents combined project drawing sheets must include individual bookmarks or page name identical to the drawing sheet number and title (e.g. A-1 Site Plan).
- Other formats are accepted when necessary
Including a closeout transmittal matrix of all records is recommended. Please note, if electronic records do not exist, hardcopies may be accepted. All hardcopies will be recycled once fully digitalized and archived.
Where to Send
The following transmittal, or one containing the same information, should accompany the deliverable:
Stanford University Maps and Records
327 Bonair Siding
Stanford, CA 94305
Deliver via (options):
- Cloud Storage (e.g. SharePoint, Box.com)
- USB and CD/DVD are accepted when necessary
The above is a general reference for closeout materials received and accepted by Maps & Records. For detailed requirements, please see Section 2.1-C of Facility Design Guideline - 01 77 00 - Closeout Procedures.
- Maps & Records: Online Archive
- Maps & Records: Plans Review List
- Maps & Records: Current Construction Projects
- Project Management Resources
Violet Subia, LBRE Maps & Records,
(650) 724-5301 or firstname.lastname@example.org.