California Surveyors Forums

We are moving offices and have to downsize a lot due to a loss of square footage. We must reduce the amount of old files we are keeping, and I am wondering if anybody knows how long we are legally required to keep the records on hand after we have completed the work? It would help us to know how many old files it is okay for us to get rid of

Thanks!

Attached is something I received a year or two ago when we were trying to lighten the load.

bjarvis wrote:Attached is something I received a year or two ago when we were trying to lighten the load.

Awesome, thanks!

well all that stuff is interesting, I guess, but that list doesn't say anything about the SURVEY FILE. the list in the pdf deals with payroll, employee stuff, litigation. doesn't deal at all with the lot survey that I did in 1994 for some guy. if the list in the pdf provides what you are looking for then great, but what about that 1994 survey, or in my case the april 1979 survey.

I know what I do. The survey file...... I have forever, the notes, maps, contract. I know of some companies that just shuck every job that is 10 years old , at least the paper stuff. The computer stuff is easy to save with regards to space in the office. Construction projects are pretty much the same, although I have thrown out a lot of construction jobs that are ancient, plans just take up too much space, its been built, and nothing has come of it in a long time, I then think I am safe to jettison the stuff.

Bruce,
Sorry, my bad. I'll go back to the tee box and re-hit. I assumed that he was asking about files other than survey files. As a member of the Sonoma County Chapter Historical Records Committee, I would assume that all "survey" files would be preserved.

Yeah, the statute of limitations on survey errors is death of the surveyor ...

Bruce...if you happen to drive by a site that you staked 30 years ago and big yellow machines are tearing it down, I think it would be okay to throw your file away.

A computer instructor I had worked as Records keeper for a defense company. He said 7 years but it had to be done religiously. If you kept some and tossed others you could lose a court case if you didn't have those particular records.
I have tossed all const job files at 7 years. I keep the notes and survey data on all boundaries.

Dave Karoly, PLS wrote:Bruce...if you happen to drive by a site that you staked 30 years ago and big yellow machines are tearing it down, I think it would be okay to throw your file away.

That's a reality check on your age when you staked a mall and it's gone. LOL

Well Jarvis, I think you probably answered the question that bm asked by his response. just thowing something else at it.

and your right again, dave.

Warren Smith wrote:Yeah, the statute of limitations on survey errors is death of the surveyor ...

can't the estate be tapped too? (thinking widow and kids)

Peter,

I hope not - if I am not around to defend myself.

I should say that my estate could be attached only if a judgment had been obtained during my sojourn on earth.

I have heard that IRS will chase it down thru the heirs, but maybe that is just another scary campfire story

Legislative Council Opinion 0806551 - Issued April 29, 2008...Statute of Limitations: Land Surveyors

This doesn't say when to trash your paperwork, but it could give you a good idea on some timelines you can follow. Remember this is an opinion, but it does have weight coming from the CA Legislative Council's office.

I worked for a big box Surveying/Engineering company for a while and I think they would purge at 7-10 years. This was late 1990's to early 2000's.

I work in an office with some records going back to the 1950's. And very extensive records going back to the 60's. I use these old files on a routine basis, and find them very valuable. I don't know why you would not want to keep your land surveying records for as long as you are in business. And when you retire, those records should be worth something to a younger business.

Peter Ehlert wrote:

Warren Smith wrote:Yeah, the statute of limitations on survey errors is death of the surveyor ...

can't the estate be tapped too? (thinking widow and kids)

What does your E&O insurance say with regards to coverage after your death?

dedkad wrote:

Peter Ehlert wrote:

Warren Smith wrote:Yeah, the statute of limitations on survey errors is death of the surveyor ...

can't the estate be tapped too? (thinking widow and kids)

What does your E&O insurance say with regards to coverage after your death?

I have never had personal E&O insurance, but most of my employers did have coverage. I doubt I would be covered

The Statute of Limitations is 3 years after the defect has been or should have been discovered.

The Statute of Repose is 10 years after substantial completion of the work.

The way that works is if an actionable error is found in the surveyors work, the damaged party has a 3 year window from the time the error was discovered to file suit, but once 10 years has elapsed since the survey was completed, it's too late. So if the landowner finds an error that has caused him damage 4 years after the survey was completed, he has 3 more years to file suit. If the error is found 9 years after the survey was completed, he has only 1 year left to file suit. If the error is discovered 11 years after the survey was completed, the surveyor dodged a bullet. Civil liability no longer follows you to the grave.

That is not true for licensing matters. When it comes to discipline against your license, that liability follows you to the grave or until you retire and move out of state.