Common use of Primary Sources Clause in Contracts

Primary Sources. An index and a database of documents contained within the AR shall be created and maintained in chronological order by the ENGINEER. The index shall have a cover page that shall include the title of the project, date that the AR was originally compiled, date(s) AR was updated. In addition, the index would have a brief introduction and preface that explains the contents of the index, how it was organized, how to use the index, as well as a brief project description. The majority of the index would comprise a matrix that contains the following information for each item within the AR: a. Temporary number that corresponds to a number placed on the item b. Date of document or material development c. Author of document or material d. Recipient of document or material e. Title or Description of document or material f. Number of Pages A permanent number may be placed on the documents when the AR is complete or is reviewed by appropriate personnel. Each information item (see above) with regards to each AR item shall be designated as a separate field within the database. The database and index shall be burned onto a DVD and placed within the AR along with a hardcopy of the index (matrix). The database can be used to prepare a variety of reports with regards to the AR sorted by any of the fields. Provide an electronic copy of the AR on a DVD and e-Builder and the documents not already in electronic format will be scanned. The scanned documents will be legible.

Primary Sources. An index and a database of documents contained within the AR shall be created and maintained in chronological order by the ENGINEER. The index shall have a cover page that shall include the title of the project, date that the AR was originally compiled, date(s) AR was updated. In addition, the index would have a brief introduction and preface that explains the contents of the index, how it was organized, how to use the index, as well as a brief project description. The majority of the index would comprise a matrix that contains the following information for each item within the AR: a. Temporary number that corresponds to a number placed on the item b. Date of document or material development c. Author of document or material d. Recipient of document or material e. Title or Description of document or material f. Number of Pages A permanent number may be placed on the documents when the AR is complete or is reviewed by appropriate personnel. Each information item (see above) with regards to each AR item shall be designated as a separate field within the database. The database and index shall be burned onto a DVD CD(s) and placed within the AR along with a hardcopy of the index (matrix). The database can be used to prepare a variety of reports with regards to the AR sorted by any of the fields. Provide an electronic copy of the AR on a DVD and e-Builder compact disk (CD) and the documents not already in electronic format will be scanned. The scanned documents will be legible.