When Project Records Span Paper and CAD: Dual-Access Strategies for Engineering Teams
Engineering and construction projects generate mixed formats: legacy paper plans, marked-up field drawings, digital CAD files, and vendor documentation scattered across shared drives. On multi-year projects with multiple contractors, verifying the current revision becomes a recurring operational challenge.
Version Confusion Creates Cost and Risk
Working from outdated drawings has tangible consequences:
- Rework on installed components
- Schedule delays while field crews confirm instructions
- Safety risks when obsolete specifications stay in circulation
- Contract disputes when teams rely on different revisions
Informal file sharing and naming conventions rarely work when physical and digital records are managed in separate environments.
Dual Access as an Operational Model
Full digitization of engineering archives is rarely practical. A dual-access model solves the version problem without converting entire collections. Original drawings are secured in controlled offsite storage, and scan-on-demand retrieval provides searchable, structured digital files for specific requests. Frequently referenced plans can be selectively digitized for current projects, while inactive records remain preserved under regulated storage conditions.
This model reduces retrieval time, supports version accuracy, and avoids the cost of unnecessary conversion. Teams get the format they need, paper or digital, with full custody documentation for every request.
Controlled Retrieval Protects Version Integrity
Dual access uses one auditable request-and-fulfillment process to keep revisions aligned across field and office. Whether a superintendent needs a stamped hard copy or an engineer requests a digital file for overlay comparison, each transaction follows the same documented steps. Every request is logged, creating a traceable record of which revision was in use at any point in the project timeline.
How GRM Enables Dual Access
GRM provides secure offsite storage, structured retrieval, and scan-on-demand fulfillment for engineering and construction teams. Through GRM’s eAccess portal, authorized users locate files, submit retrieval requests, and track status. eAccess documents the chain of custody for each transaction while physical records remain protected in controlled storage; scanned files are delivered securely to the requester without positioning eAccess as long-term digital storage.
Learn how GRM’s dual-access programs help engineering and construction teams reduce rework, control version accuracy, and maintain compliance without the expense of large-scale digitization. Explore GRM’s Records Management solutions →