Documents Tracking and Retrieval
Any filing or project data systems should be capable of tracking and retrieving project hard or electronic documents. Staff should be capable of locating and retrieving any filed project documents.
Support staff is often asked to coordinate the distribution of project documents. If required, they monitor the document response deadlines and send notifications.
On-Site Storage Management
Files, Binders, Samples Project support personnel should reserve and secure access to an on-site document-storage shelving system for current project hard folders, binders and small submittal samples.
Flat and Hanging Files The hanging or flat file should be designed to accommodate the E-size paper drawing sets.
Squad Check The staff should be capable of coordinating the setup of the project squad check-room per request of the Project Manager.
Various engineering centers use different applications for tracking, distributing and storing project data. The staff should continue using these tools.
Staff should participate in team meetings on an as-needed basis as essential to the support of business objectives.
Mailing Support staff when asked should coordinate the mailing of project documents and drawings to various team members through FedEx, UPS, USPS, interoffice mail or email.
Copying Staff can be delegated to perform on-site copying and collating services, or coordinate off-site copying for larger packages.
Scanning, printing, plotting, and reprographic Staff should be able to offer a wide range of on-site large format document imaging services such as scanning, printing or plotting. Depending on the quantity needed, it should have the capability of outsourcing the imaging requests through a local reprographics vendor.
The staff should review and justify the support of other tasks on a case-by- case basis. The support resources should be allocated depending on their availability. Their new roles or assignments should be clearly defined and the request for additional support should be placed with the staff Supervisor.
Scope of Services