Delivering Records to Maps and Records

Included on this page:

See also: Deliverables at a Glance - Chart of What to Send

Where to Send Deliverables

The following Transmittal, or one containing the same information, should accompany the delivery:

As-Built Transmittal Template (PDF)

Deliver to:

Stanford University Maps and Records
Attn: Violet Subia Document Control Coordinator
340 Bonair Siding
Stanford, CA 94305

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To provide the University with a permanent record of actual construction that may have resulted from change orders and field directives, in order to facilitate troubleshooting and provide for the potential of future building alterations.


For small projects, the Stanford PM may play the role of the Primary A/E/GC

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Submittals vs. Deliverables

The term “deliverables” is used in lieu of “submittals” to reduce confusion with material specifications (samples for a project), typically called “submittals.”  Copies of transmittal letters and/or email communications are sent to Maps and Records via Actual submittal items are sent to the appropriate organization reviewing the materials, and not to Maps and Records. A description of final selections is included as part of the final Specifications.

When providing material to the appropriate department, provide the following information in the lower, right-hand quadrant:

  • Project name
  • Stanford project number
  • Date (including current revision, if any)
  • Appropriate drawing or sketch number

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Homeowners – What to Send

Homeowners work with Faculty Staff Housing to develop and submit plans to Santa Clara County for review and approval. Generally, Faculty/Staff Homeowners provide a hardcopy set of plans (unbound), and rolled outward.  With the package are usually copies of correspondence with Santa Clara County. Homeowners are also welcome to provide a brief, 1-2 page summary of the project information about the architect. Electronic documents in CAD (encouraged), TIFF and PDF formats are very welcome (300 dpi).

Homeowners may also wish to submit plans for review and comment by the Utilities Division or Grounds department when an easement exists on the property.

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Types and Phases of Delivery

We receive record document deliverables in 3 phases in order to serve the Stanford University community for general construction:

Final deliveries should be provided only after their contents have been checked by the project manager and appropriate reviewers involved in the close-out process. Please roll (outward) and wrap all deliverables for safe keeping.

Plans Review

(see also Electronic Record Documents below)

During the design and construction phase of a project, Plans Review documents are received for Maps and Records’ University Plans Review process, which initiates a notification message to several campus departments, indicating the appropriate review groups. 

Electronic documents are required with the Plans Review deliverable for the 100% CD stage and beyond (excepted by secure FTP).

At Occupancy

(see also Electronic Record Documents below)

Maps and Records must have a set of plans on file prior to occupancy of the building or project area, for maintenance and emergency preparedness purposes. If the As-Built set is not ready, or if a more current set is available than what was on file for Plans Review, please ensure a set is delivered to Maps and Records (photocopy reproductions of field markups are gladly accepted). This set will also be used by our staff to update campus base maps or floorplans until the As-Built set arrives.

“As-Built” Record Documents (hardcopy and electronic), part of the Contract Documents

The agreement for professional services with the Architect or Engineer requires the submission of record drawings reflecting as-built conditions. The principal purpose of the record drawings is to provide the University with a permanent record of actual construction to facilitate troubleshooting and to provide for the potential of future building alterations.  We recognize that change orders and field directives result in actual construction that is somewhat at variance with the executable set of Construction Documents. These changes are recorded in the field and documented in the final record deliverable.

The Architect or Engineer, in his or her administration of the Construction Contract, is the logical focal point and repository for this record drawing information. The Construction Contract requires the Contractor to record all changes to drawings and specifications as they occur, and to deliver these record drawings and specifications in both bond and electronic format to the Architect upon completion of the work. This information is the Architect's principal source of information in revising drawings and specifications for the record set.  In addition, shop drawings, field notes, change orders, correspondence, and the Architect's own set of drawings will provide auxiliary information.

A set of the field copies are also sent to Maps and Records as an “occupancy set” upon occupancy of a building, or engaging of a utility system, while the Architect/Engineering firm produces the final record documents.

A set of drawings for all applicable disciplines shall be submitted in CAD (Computer Aided Design) form. See Electronic Documents.

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Contract Drawing Checklist

  • Follow Construction Specifications Institute Standards
  • Reflect actual conditions
  • Stamped “Record Documents”
  • Notation
    At the conclusion of construction, all changes shall be incorporated on the tracings by the Architect or Engineer and noted with a "goose egg" or similar designation showing it as "as-built", "change order number 4", or other appropriate notation.  Change orders are also included in the title block. These are also included in the electronic files.
    Examples:   & Cloud shape
  • Number of Copies
    Covered in the Owner/Architect Agreement
  • Media
    • Electronic: (Sent during Plans Review 100% and Record Document Phases:
      CDs (See details of electronic deliverable package, including data format, datum, and drafting standards below. Plans Review electronics may be sent via a secure FTP site.
    • Hardcopy records: (unbound)
      24 lb. bond duplications from the electronic CAD files is acceptable.
  • Drawing Size
    Project drawings shall be the same size. Paper sizes are limited to the following:
    • ANSI B Plot = 11”x17”  (small projects)
    • ANSI D Plot = 24”x36”
    • ARCH E1 Plot = 30”x42”
  • Titleblocks
    Lower right-hand corner: Project name, Stanford project number, date (including current revision, if any), revision block, quad and building number (provided by Stanford), and the appropriate drawing number, drawing identifications (i.e., first floor elevations, etc.), and electronic file name.
    The Architect may use a title block along the right hand margin.

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Close out – Related Documents

Project Dossier

The Project Dossier is an 8.5x11 inch format that serves as the repository of certain design submissions and various other types of information about the project. The Project dossier provides the University with a standard format for the organization and presentation of this information required throughout the course of the project. The production of the Project Dossier is the responsibility of the Architect. In addition to the requirements as presented in the Sample Dossier, (provided by the University to the Architect at the beginning of each project) the following information should be provided:

  • Designed Floor Loading
  • Design Expansion Criteria
  • Special Conditions Applicable to Future Renovation

Operation and Maintenance Manuals

Responsibility: Architect/Engineer, coordinated by the Project Manager

Purpose: to take over maintenance with written instructions sufficient to insure operations and maintenance in accordance with manufacturer’s specifications.


  • Certificate of Occupancy (Copy)
  • Signed Permits (Originals)
  • Phone Lists: Names, addresses, telephones numbers, “person to contact (if known) of subcontractors, their suppliers, manufacturers’ representative, available service facilities and normal channels of supply. 
    • Design Intent of Building Systems
    • Drawings, Flowcharts, Riser Diagrams, Zone Control Layouts, other visual aids showing the components and their relationship to the entire system.
  • Manuals of Systems Components to be Specified by Architect: The Architect shall specify, as applicable:
    • Manufacturer’s printed installation and operating instructions: technical specifications and instructions, not “sales” brochures/promotional material.  Instructions shall include all modes of operation in sufficient detail to be readily understood by Stanford maintenance personnel.
    • Complete information on actual equipment installed as described in the manufacturers’ instructions, including dimensional drawings, model, type, size, capacity, performance parameters such as curves, efficiencies, power requirements, operating ranges, etc.  (only one manual is needed for multiple, identical equipment.
    • Serial numbers for all equipment
    • Detailed Parts List showing manufacturers’ parts numbers and such other identification as necessary to facilitate procurement of spare or renewal parts and Owner-Manufacturer communications.
    • Schedules showing proper time intervals for lubrication, adjustment, calibration or checking. Contractor shall consolidate manufacturers’ schedules with a single master schedule of required maintenance. This requirement is for the Contractor’s as well as the Owner’s protection to insure proper early maintenance during the warranty period.


Complete identification of actual equipment installed as described in manufacturer’s instructions, including serial numbers, dimensional drawings, model, type, size, capacity, performance parameters such as curves, efficiencies, power requirements, operating ranges, etc. 

Detailed parts list showing manufacturers’ parts numbers and such other identification as necessary to facilitate procurement of spare or renewal parts and Owner-Manufacturer communications.

Manufacturers’ maintenance instructions shall include schedules showing proper time intervals for lubrication, adjustment, and calibration or checking. Contractor shall consolidate manufacturers’ schedules with a single master schedule of required maintenance. This requirement is for the Contractor’s as well as the Owner’s protection to insure proper early maintenance during the warranty period.

Specifications Table of Contents

The specifications shall be annotated to show the actual selected products that are incorporated into the project, particularly where a choice of two or more products was permitted.

  • Follow the Construction Specifications Institute format and indexing, but shall be bound to contain the legal standard documents listed below and in Article 1.04.
  • The first page of each of Divisions 15, 16, and 17 shall be an index to that section.
  • Use dividers to separate specification sections at least as follows:
    1. Legal (Invitation to Bid, Instruction to Bidders, Proposal, Agreement, General Conditions, Addenda, Etc.)
    2. Special Conditions, Construction Administration Procedures
    3. Architectural (Div. 1-14)
    4. Mechanical (Div. 15)
    5. Electrical (Div. 16)
    6. Fire Protection (Div. 17)

Note: at least one copy of the specifications shall be submitted in loose, unbound, unpunched format, for ease of reproduction.

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Electronic Documents (with Plans Review & As-Built Record Documents)

a. The Deliverable Package

i. Drawings should exactly match hard copy documents. The engineer’s stamp may be omitted.
ii. Media/Compression:

(a) Submitted on CD labeled with project name, project number, drawings included, date, company name, contact name and telephone number.
(b) Drawing names should be identical to hard copy drawing sheet number, (i.e., A-1.DWG, E-1.DWG). Special characters should be limited to dashes.
(c) Zipped files should be named “Project name.exe” and not Stanford.exe. Only self-extracting archives should be used. Directions must be included with the transmittal and electronically in the root directory of the electronic media in *.txt format.
(d) PDF files of all related documents, as well as, CAD drawings are requested as part of the electronic deliverable package.

iii. A description of all layers used shall be provided. (See Metadata below).
iv. All XREFs shall be included in the submittal package. XREFs shall be inserted on a collection of XREF designated layers and should be included in the same directory as the referencing file or if file folders are used, they shall be constructed with relative paths (i.e. ..\..\XREFname) in lieu of hardcoded letter drives and paths. (Do not use C:\myXREFs\XREFname). Do not bind or insert XREFS into drawings.
v. All font files and linetypes shall be included in the submittal package. The consultant is responsible for transfer of license for any purchased linetypes or fonts.
vi. All color table books (.ctb files) used for plotting colors and lineweights shall be included in the submittal package.
vii. Metadata shall be provided for all submitted files in the form of a matrix (Metadata template:). Metadata shall include:

(a) File name (ME45689.dwg)
(b) Corresponding hard copy drawing name (ME 4.5)
(c) Description (Mechanical Piping Drawing)
(d) All Layer names and descriptions (Layer Description)
(e) XREF file names and descriptions (Cl439939.dwg XREF-exterior)
(f) Data sources (ACME Corporation)
(g) Project description information, dates and contact information.

Use Record Doc Transmittal Letter.

Deliverables shall comply with the following requirements:

b. Electronic Drawing Format:
Drawings shall be in AutoCAD 2007 DWG format or later. DXF and DWF are not acceptable. PDF or TIFF files should accompany the submittal, but may not be submitted in lieu of DWGs. DWG files should be last saved with the default ACAD.MNU menu. If converting from a format other than DWG, ensure all graphic elements are preserved.

c. Datums
Drawings shall be NAD 83 California State Plane Zone III US Foot horizontal and NGVD29 vertical. If the project is not in California an appropriate state plane coordinate system should be used. Architectural drawings may use architectural units on a coordinate system convenient for the project, and reference a NAD83 coordinates at each building corner. Drawings shall be in 2D with z = 0 feet. 3D and BIM documents are welcome in addition, but not in lieu of standard submittals.

d. Drafting

i. All lines must be snapped/closed.
ii. Drawings shall not contain multiple overlaid lines or lines with multiple segments unless overlaid lines or adjacent line segments are assigned to different layers.
iii. Drawings shall be purged of empty, unused, or non-essential drawing data.
iv. Files containing multiple drawing sheets shall be broken down into separate drawings containing single sheets. Only one drawing and one title block per file.
v. PLINES should be used where appropriate instead of LINES.
vi. All drawings will be developed in full scale format (one foot = one foot) and will be maintained as an integrated whole with individual drawings plotted using paper space.
vii. Entity colors shall be defined “by layer.”
viii. Blocks shall be created on layer 0. Use 1:1 scale to create blocks and insert at the appropriate scale.
ix. Attributes shall be defined on layer 0 (zero).
x. AIA layering standards are recommended but not required.
xi. Only native AutoCAD fonts, linetypes, and hatch pattern shall be used.
xii. All shades and fills must be decipherable when the drawing is reproduced using blueline and photocopy methods.

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