Administrative Policies - Policy 0035

State of Vermont
Agency of Administration
Department of Buildings & General Services

Policy 0035

Title: Plans Security Protocol
Date of Issue: October 27, 2004
Supersedes: Initial Policy

APPLICABILITY

This policy shall apply to all exempt, nonexempt, temporary and permanent personnel and contractors of the Department of Buildings and General Services.

AUTHORITY

Title 29 V.S.A. Chapter 5A.; Title 29 V.S.A. §152(a)(14); and Title 3 V.S.A. §317(c)(32).

PURPOSE

To provide a procedure for secure and consistent handling, copying and distribution of facilities plans.

POLICY

It is the policy of this department to handle facilities plans in a manner that ensures the public safety and security, yet affords access to records in compliance with Title 3 V.S.A. §317(c)(32).

PROCEDURES

  1. General Handling and Storage of Plans

As of May 1, 2004 all plans and drawings shall be marked "DO NOT COPY" and all copies or sets of plans and drawing shall be numbered (i.e. 20 copies of the same drawing or set shall be numbered 1-20 for tracking purposes).

Plans and drawings shall not be left unattended or permanently posted on walls or boards unless they have been specifically created for display at a certain event, such as a permit application or for long-term display at a certain facility (floor plans or artistic renderings of a facility).

Borrowing, copying and distribution of plans must be in accordance with Parts 2, 3 and 4 of this procedure.

  1. Distribution of Plans to Bidders

Bidders shall receive and distribute plans in accordance with the Instructions to Bidders for the project bid upon.

Copies of plans shall only be distributed through the Department, or authorized agents thereof, in accordance with procedures in Instructions to Bidders and this Policy.

Bidders, Contractors and Subcontractors are not authorized to make copies of plans for distribution to other parties without specific written permission from the Department or under other authorization that may be specified in the Instructions to Bidders for the project bid upon or awarded.

  1. Responding to Public Records or Other Requests for Plans

From time to time Department personnel may receive requests for plans from the public, contractors, other agencies, attorneys, etc. All such requests shall be evaluated in consultation with the employee stationed in the Department's Plan Room and subject to provision 4 of this procedure.

Please use common sense and sound judgment in evaluating the potential for jeopardizing the safety of persons or the security of public property when responding to such requests. For example, requests by state or local agencies for permitting purposes are reasonable. Likewise, a request for an extra set of system plans for a building HVAC system contractor or by an efficiency expert hired to evaluate a certain building may be reasonable. However a request for specific system plans when the system is in good condition and not subject to bid should be referred to the Director of Engineering and Construction and/or the Staff Attorney. Requests by attorneys for plans pertaining to matters of litigation should be referred to the Staff Attorney.

Any questions relating to responding to requests for plans should be referred to the Department Staff Attorney.

  1. Department's Plan Room and Plans Distribution Log

Effective May 1, 2004 the State of Vermont, Department of Buildings and General Services will no longer distribute construction documents to external Plan Rooms. All plans shall be distributed via the Department's Plan Room or a contracted provider subject to this policy.

The Department's Plan Room is a nonpublic forum subject to monitored access and security restrictions. The Department employees who are stationed in the Plan Room shall track any copying, borrowing, or other distribution of plans in a log that shall remain in the Plan Room. The log itself may be a public record but the plans shall remain subject to Title 3 V.S.A. §317(c)(32).

Department Approval:  Thomas W. Torti, Commissioner

Contact Information

Commissioner's Office

2 Governor Aiken Avenue
Montpelier, Vermont 05633-5801
(802) 828-3314 

24/7 Statewide Security Phone Number
(802) 828-0777

24/7 Statewide Security Pager
(802) 240-0068