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RHD Operational Procedure – Bridge Management Wing
Bridge Design - Bridge Design Divisions
OP/BD/2.4 - Filing and Archiving of Drawings and Calculations
Purpose and Scope :

This procedure describes how the approved design drawings, design calculations and as-built drawings of all structures on RHD Road Network are filed and archived by the Bridge Design Divisions for possible future reference. These drawings may be required for major repair, rehabilitation and protection works of structures.
Definitions :

Drawings and Calculations – will include all items included in the approved Final Engineering Report (see OP/BD/1.1).

As-Built Drawings – are the drawings prepared by the contractor after completion of construction, incorporating all the changes made during construction, and checked and approved by “Engineer” to the contract (see OP/BCM/2.3).

Filing – is storing where easily accessible for on-going work & correspondence.

Archiving – is registering, labelling and storing items for future reference.
Responsibility :

Superintending Engineer – Bridge Design Circle (SE-BDC) – ensures that proper facilities are provided for archiving drawings and calculations.

Executive Engineer – Bridge Design Divisions (EE-BD) – responsible for overall management of archiving all drawings and calculations through his subordinate officers.

Superintending Engineer – Bridge Construction & Maintenance Circle and Field Circles – responsible for submission of as-built drawings to Bridge Design Divisions for archiving.
Method :


All calculations and drawings completed for a project should be numbered and filed sequentially to ease cross-reference. This will generally include the ID No. for the bridge/culvert structure being designed. When files are achieved this number is used in the archive register and to label the storage containing drawings/calculations.


The Bridge Design Circle will establish one archiving filing system and maintain archiving register of all the structures either designed or involved in the design process by either Bridge Design Division. Once the Final Engineering Report of a structure receives technical approval, the EE-BD will put ID No., name of zone, name of road, name of bridge on each drawing and calculation and enter in the Archiving Register. The as-built drawings received from Bridge Construction & Maintenance Division and field divisions will also be entered in the Archiving Register in the same way. The EE- BD will then ensure that both the approved and as-built drawings are archived together in the store properly labelled and indexed. (The method of storage (e.g. boxes or large files) should be numbered and stored sequentially. The number of the box each drawing/calculation is stored in should be entered in the register. The contents of each box (file should be listed on its outside & front (top).

Drawings and calculations should be stored until the structure is replaced. For archiving beyond seven years after the construction works, other methods of archiving may be considered.
References :

Procedure Flowchart :

The procedure flowchart for this procedure is detailed below -




For duties associated with each grade of personnel see


Updated on : 1/12/2003