Various types of correspondence
Design documents/engineering plans sheets
Reports, memorandums, notices
Construction logs and other supporting documents
Billings and receipts
Legal documents, agreements, & contracts
Catalogued inventories (some on microfilm)
Maps and other graphical depictions
Overall, file management at the SDDOT has been very much "ad hoc" and the responsibility for performing file management activities has simply been individually assumed or ignored by all of the various business units within the Department. The proliferation of desktop PCs, LANs, and network file servers, coupled with ongoing needs to maintain paper and mainframe files now, and into the future, is creating a file/document management situation where there is an increasing loss of control.
The Department is currently involved in the phased deployment of an Electronic Document Management System (EDMS). This effort is primarily focused on transportation construction projects, but there is a growing realization that the EDMS needs to be directly correlated to the enterprise-wide file management needs as they currently exist within the Department.
It is conceived that a supporting file management plan (FMP) would help the Department to:
More easily locate files
Identify owners of files
Control access to files
Distinguish original or official files from working copies