RECORD

To record is to make a permanent or official note of evidences accumulated in an investigation that are intended for future use and it can be in forms of written or electronic such as databases in Excel or Access with archived CAD files. The recording method varies according to the complexity of a project. In preservation and restoration projects for instance, they require careful documentation of their work like investigation reports and notes which are then made into a permanent file record. Either planned or unplanned architecture reports will always be of value to future researchers or owners of the building. An architectural record system tends to contain description of the original structure and changes made over time, the results of all investigations, a record of current conditions or problems, of past repairs and treatments, and recommendations for current and future action. An effective records management system is critical to managing procedures consistently across an organization, minimizing possibilities of having different rules and procedures from department to department. Many architectural firms tend to keep documents for less than 7 years except for leases which require record-keeping for building area measurements to be accomplished differently than normal architectural project-file record keeping.

To make a record we need to create and identify unique information that are then stored and retrieved with authorized access to others as a form of secondary use. It should be renewed constantly every time something new has been proposed on the project. The most frequently used form of record in our group is email. Email allows individuals and groups to communicate with one another. Once we have established contact within ourselves, we can gather and share information as well as elicit reactions to on-going proposals through email rather than face-to-face meetings or repetitive telephone calls. Unlike telephone and face-to-face conversations, email conversations provide a built-in record of what is asked for and what information is received. Via continuous emailing we could find out about someone else’s progress towards achieving the same goal, as well as setting a timeframe for each one of our tasks. Having an accurate internal system of records management would avoid our work to be overlapped.

REFERENCE

http://architecture.about.com/library/bl-preservationbrief-investigate08.htm

http://www.standards.org.au/cat.asp?catid=44&contentid=310&News=1

http://www.buildingareameasurement.com/faq.htm#q30

http://www.caldeson.com/RIMOS/barry2.html