Foreword

TCVN 3990 : 2012 replaces TCVN 3990 : 1985

TCVN 3990 : 2012 was converted from TCVN 3990 : 1985 in accordance with clause 1, Article 69 of the Law on Standards and Technical Regulations and point b), clause 1, Article 6 of Decree 127/2007/ND-CP detailing the implementation of some articles of the Law on Standards and Technical Regulations.

TCVN 3990 : 2012 was compiled by the Institute of Architecture, Urban and Rural Planning – Ministry of Construction, proposed by the Ministry of Construction, appraised by the Directorate for Standards, Metrology and Quality, and announced by the Ministry of Science and Technology.

1. Scope

This standard specifies the rules for registering and storing the originals of building design documentation in design organizations.

NOTE: This standard does not apply to the originals of design documentation for special construction works.

2. General provisions

2.1. The originals of building design documentation include explanatory documents and drawings.

2.2. Explanatory documents include:

a) Legal documents related to investment planning;

b) Technical-economic report or construction investment project;

c) Legal documents serving as the basis for design such as land allocation certificate, survey documents on geodesy, engineering geology, hydrogeology, meteorology and hydrology, construction materials, supplies, labor, etc.;

d) Explanatory report of the design documentation;

e) Construction cost estimate;

f) Documents related to the appraisal of the technical-economic report and technical design documentation; other legal documents supplemented after the technical design stage;

g) Total design budget estimate.

2.3. Drawings include:

a) Drawings in the basic design stage;

b) Drawings in the technical design stage;

c) Drawings in the construction drawing design stage.

2.4. The retention period for the originals of building design documentation follows the guidelines of the archival agency. The selection of originals of building design documentation for preservation at the state level, as well as the disposal of design documents, shall comply with relevant current regulations.

2.5. The registration and storage of the originals of building design documentation must comply with the provisions in this standard as well as the professional guidelines and inspection of the state archival system.

3. Registration and storage of the originals of building design documentation

3.1. The originals of building design documentation prepared by an organization must be registered and stored at the archival unit of that organization. The project manager is responsible for fully submitting the originals of the building design documentation as specified in 2.1.

3.2. Before receiving the originals of building design documentation for storage, the archival unit must check:

a) The composition of the documentation as specified in 2.1;

b) The legal procedures on the originals of the building design documentation;

c) The folding, arranging, and packaging for convenient storage and use;

NOTE: In case there are many errors affecting the quality of the documentation, the archival unit has the right to refuse acceptance.

3.3. When receiving the originals of building design documentation for storage, it must be recorded in the register book for the originals of building design documentation. The method of classifying documents and the order of recording in the book are as specified in 2.1. The register book for the originals of building design documentation is shown in Appendix A.

3.4. Each original of building design documentation has a registration number assigned by the archival unit. This number must be written in the upper left corner of the original building design documentation and in the register book.

3.5. For convenience of use, an index card should be created for each original of building design documentation. The content of the card includes:

a) Registration number;

b) Name of the project or construction work and construction location;

c) Design stage;

d) Title of the original building design documentation;

e) Number of sheets (pages).

3.6. When it is necessary to refer to or amend and supplement the original building design documentation, approval must be obtained from the responsible person.

3.7. Before incorporating amendments and supplements into the original building design documentation, a copy should be made of the original version for separate archiving.

3.8. The originals of building design documentation that are removed for disposal must comply with the provisions in 2.4. The originals of building design documentation from 1954 and earlier must not be destroyed.

4. Restoration of the originals of building design documentation

4.1. During storage and use, if the old originals of building design documentation become wrinkled, stained, or faded, the archival unit is responsible for preparing a report proposing restoration and submitting it to the head of the design organization. After the decision to restore is made, the archival unit must be responsible for restoring the old originals of the building design documentation (the new version is called the restored original of the building design documentation).

4.2. The report proposing restoration of the originals of building design documentation includes the following contents:

a) Name of the construction work, construction location;

b) Title of the original building design documentation;

c) Number of sheets (pages);

d) Condition of the original building design documentation;

e) Reason for restoration;

f) Date and signature of the person in charge of the archival unit.

4.3. The restored original of the building design documentation has the same value as the original building design documentation.

4.4. Restoration is allowed by manual or mechanical methods, but it must ensure accuracy as the old original building design documentation. It is not necessary to include content that has been crossed out on the old original building design documentation in the restored original building design documentation.

4.5. New changes to be incorporated into the restored original building design documentation must be approved by the responsible person before restoration.

4.6. When restoring by manual methods, signatures, approvals, and dates are written in printed letters and placed in quotation marks. Replace unclear signatures with the word “signature”.

4.7. The restored original building design documentation must have the signature of the person responsible for checking and certifying. The certification statement is written in black ink in the middle of the left margin of that sheet.

FOR EXAMPLE:

Accurately restored from the original building design documentation…..

Date…month…year…

4.8. In the upper left corner of the restored original building design documentation, the seal “restored original building design documentation” must be stamped. Below this sentence, the registration number must be written as the registration number on the old original content of the design documentation.

4.9. The old original building design documentation must be stamped with “replaced by the restored original building design documentation” and separately archived.

4.10. In the register book, in the column for amendment and replacement signs, it must be noted “has been restored”.

Appendix A (Regulation) Register book for the originals of building design documentation

Name of the building (or construction work): ……………………………………………………………………………………

Construction location: …………………………………………………………………………………………….

Design stage and code: ……………………………………………………………………………….

NOTE: The code for the design stage and the title of the original building design documentation are specified by the design organizations.