GENERAL RECORDS SCHEDULE 22 - Architectural, Design, and Engineering Drawings and Related Records - disposition instructions

Oct 23, 2026

Guidelines for the disposition of architectural, design, and engineering drawings and related records created or received by District of Columbia agencies for building and property work. Defines what is covered versus excluded, explains record types such as drawings, indexes, specifications, and three-dimensional models, and sets retention or disposal approaches. Distinguishes inactive design files from drawings with continuing value for repairs and maintenance, and provides criteria for selecting items for permanent preservation, including requirements for records before January 1, 1921.

LanguageEnglish

CategoryResearch & Report

FormatPDF

Pages4

Reading Time10 min

AccessFree to download

Architectural, Design, and Engineering Drawings and Related Records

Covered scope and record types

Retention and disposal principles

Record selection for permanent preservation

Authorized disposition by item

Architectural design drawings

Construction process drawings

Shop drawings

Repair and alteration drawings

Specifications and related records

DISTRICT OF COLUMBIA GENERAL RECORDS SCHEDULE 22 Architectural, Design, and Engineering Drawings and Related Records This section provides guidelines for the disposition of design and construction drawings and related records that have been created or received by agencies of the District government in connection with the design, construction, and use of buildings and properties owned or leased by the D.C. government. Records such as plans submitted for building and other permits, as well is designs and plans for monuments, memorials, parks and open spaces submitted for review and approval are not covered by this General Records Schedule. Disposition instructions for these records should be included in an agency’s records retention schedule. Drawings refer to those graphic and engineering records that depict conceptual as well as precise measured information essential for the planning and construction of static structures such as buildings, bridges, canals, and other public works projects, as well as miscellaneous engineering projects such as machinery and equipment. Related records are comprised chiefly of indexes and finding aids, specifications, and three-dimensional models. Most design and construction records lose their usefulness to the agency after specific periods of time. Generally speaking, drawings pertaining to the architectural design process lose their administrative usefulness after the final construction plans are accepted; hence design records should be considered inactive after the completion of the construction project. Precise measured drawings, when they are made, are used during the construction, repair, or remodeling phases, and have a continuing value during the life of the structure, especially for repair and maintenance projects. The original construction drawings as well as repair and alteration drawings (or microform copies) should be considered active while the structure is still used, maintained or owned by the District government. After the design and construction files are no longer useful to the government of the District of Columbia, certain records have continuing historical value, particularly for the architectural historian, historic preservationist, and social historian. Since it is not feasible to retain a complete set of drawings for each construction project sponsored by the District government, it is necessary to make a selection of records for permanent preservation. This selection must take into consideration not only the types of records but also the nature of the individual construction projects. The general intent of any selection should be based on documenting the structures and projects that are architecturally, historically, and technologically significant. The selection of individual buildings or projects should be made by agency personnel with the assistance of the staff of the District of Columbia Archives. Records created prior to January 1, 1921 must be offered to the D.C. Archives before applying the disposition instructions set forth in this schedule. This general records schedule was approved by the D.C. Records Disposition Committee on May 17, 1989. It replaces DCGRS 22, approved February 15, 1989. ITEM DESCRIPTION AUTHORIZED DISPOSITION ARCHITECTURAL DESIGN DRAWINGS 1. Preliminary Drawings or Sketches. Included are drawings that are conceptual in nature. These drawings are usually freehand studies that show the basic design of the structure, and include the arrangement of rooms, general appearance of elevations, and floor plans, as well as other details under consideration. Retain in agency until construction is completed. Contact D.C. Archives for assistance in appraising these records. 2. Presentation Drawings, Renderings, or Perspective Views. Included are architectural views of the Retain in agency until construction is outside elevations as well as general floor completed. Contact D.C. Archives for plans prepared to present the ar

FAQs

Which design and construction records does this schedule cover and which records are excluded?

It covers design and construction drawings and related records created or received for D.C. building and property work. It excludes certain plans and designs submitted for building permits or for monuments, memorials, parks, and open spaces review and approval, which should use an agency’s records retention schedule.

When should architectural design drawings become inactive and how does that affect retention?

Drawings for the architectural design process generally lose administrative usefulness after final construction plans are accepted, so design records should be considered inactive after completion. Precise measured drawings retain continuing value through construction, repair, and maintenance.

What is required for records created before January 1, 1921?

Records created prior to January 1, 1921 must be offered to the D.C. Archives before applying the disposition instructions in the schedule.

Oct 23, 2026

Uploaded by Emma Wilson