I agree that providing electronic files to the contractor can be managed to avoid risks and liability, however, one must have an agreement and release form that has been reviewed by your attorney and PL insurance advisor.
I have seen many such forms with various titles such as " Conditions for Electronic Data Transfer" or "Electronic CAD Files Release Form", etc. The AIA Document E201-2007 is a very good document most suitable for larger or more complex projects with many parties involved and/or when most communications will be via electronic transfers, not just a one-time transfer of drawings.
With regard to determining which drawings are provided via electronic transfer, it is best to limit the number of drawings to only those specifically requested by the other party, and identify each drawing by name, number and date created on the data transfer form, as if it it were a transmittal record.
With regard to charging a fee for this service, it depends on the relationship and the parties involved. On a project and with contractors with whom you already have a good working relationship or with whom you may have done projects together in the past, there may be no need to charge a fee. However, if the request is simply to help a subcontractor or supplier save time and money in the preparation of their shop drawings or other submittals, I recommend charging a nominal fee that covers your time to prepare the files and complete the transfers at a minimum. The CAD files represent value to the contractor by saving drafting time and the fees associated with same, and by saving the contractor some time and money you will be contributing to their increased profitability at your expense.
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Daniel Pierce AIA
Pierce Architects
Salem MA
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