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Delivering Records to Us

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.

What to Send

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.

Drawings

  • PDF*
  • CAD
  • BIM/Revit
  • 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).

Related Documents

  • PDF
  • Other formats are accepted if unable to convert to PDF (e.g. AVI)

Including a closeout matrix of all records is highly encouraged to aid in quick and accurate archiving.

If electronic records do not exist, hardcopies may be accepted. Please note, any 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:

As-Built Transmittal Template (PDF)

Deliver to:

Violet Subia
vsubia@stanford.edu

Stanford University Maps and Records 
340 Bonair Siding
Stanford, CA 94305

Deliver via (options):

  • E-mail
  • Cloud Storage (e.g. Box.com)
  • LBRE Shared Network Drive S:
  • 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.

Related Links

For more information on the closeout archiving process

Violet Subia, LBRE Maps & Records, 
(650) 724-5301 or vsubia@stanford.edu.