1. (a)

   1. (1) At the final completion of the project, the design professional shall submit one (1) copy of the complete set of the project documents on a CD or portable electronic device.
   2. (2) See 22 CAR § 112-501(d).
2. (b) In addition, if any of the drawings or specifications were prepared by computer assisted drafting (CAD) or word processing, the design professional shall also provide one (1) copy of all computer generated “read only” documents to the Building Authority Division and one (1) copy of the “read only” documents to the department for record purposes.

3. (c)

   1. (1) Acceptable formats for word processing, spreadsheets database, presentation graphics, and other similar documents are Microsoft Office Products or other formats converted and saved as such.
   2. (2) Cost of the microfilm and electronic media are reimbursable from the department.

4. (d)

   1. (1) When drawings or specifications are not produced electronically, the design professional shall have the documents scanned into a photo image such as a TIFF image, PDF file, or an AutoCAD file for record purposes.
   2. (2) These files shall be furnished on CD or portable electronic device.

   3. (3) The files shall be capable of being opened by an industry standard file manager such as:

      1. (A) Adobe Acrobat Reader;
      2. (B) Kodak Image reader; or
      3. (C) Similar software.
   4. (4) Verify the department preference prior to submitting these types of files.

5. (e)

   1. (1) Departments requiring electronic media copies should carefully consider environmental storage requirements.
   2. (2) It is recommended that electronic information be transmitted on CD or portable electronic device.
6. (f) If a department utilizes portions of existing reproducibles or electronic media for bidding purposes, i.e., carpet replacement, the division requires all title blocks (of the original design professional) be removed and new title block information provided before project is released to any bidders.

7. (g)

   1. (1) Design professionals providing electronic media, tracings, reproducible, and as-built record drawings may request that release agreements limiting their use be signed prior to releasing to the department or the division.
   2. (2) These release agreements shall be carefully reviewed by legal representation of the agency and submitted to the division for review before signing.
   3. (3) Improper use of a design professional’s work may result in claims for additional compensation.

8. (h)

   1. (1) If the design professional is required to deliver any services required hereunder in the form of electronic encoded media, the printed representation of such media furnished by the design professional shall be the official record of the design professional’s service.
   2. (2) The department shall have a right to rely on such printed representation in connection with any subsequent modification of such electronic media.
   3. (3) The department and the division recognize that the printed material represents the intent and instructions of the design professional but does not represent the as-built condition of the project.
   4. (4) The department must obtain written authorization from the design professional allowing the use of the documents for any purpose other than the specific intended use of those documents.

Codification Notes: "CD" means compact disc.