Architecture firms: destroying drawings and construction files
An architecture firm that has been around for 30 years has an archive full of large-format drawings, project files, specifications, contracts with clients and contractors. On top of that nowadays BIM models, photo archives and cloud storage. The question is: what has to go, what has to stay, and how do you destroy a roll of A0 drawings in a way that complies with GDPR and BNA standards?
Retention periods for architects
| Category | Period |
|---|---|
| Engagement agreement and invoices | 7 years tax |
| Building drawings and specifications (own work) | 20 years (copyright retention) |
| Construction files (execution phase) | 10-12 years (hidden defects period) |
| Permits and zoning decisions | 10 years |
| BIM models and CAD files | 20 years (copyright) |
| Client correspondence without tax relevance | 3 years |
| HR and applications | Standard GDPR periods |
The copyright 70-year term (after the author's death) is separate from business retention. The business-operational terms are usually shorter.
What is in a construction file?
- Programme of requirements and order confirmation.
- Sketch, preliminary and final design.
- Specification and technical description.
- Drawings at A0/A1 format.
- Permit trajectories and zoning decisions.
- Contractor agreements and change orders.
- Supervision reports.
- Final inspection and handover.
- Photo archive of construction.
For specific aspects of construction files, read our article on construction firms and the UAV-GC file handover.
Destroying A0 drawings
Large-format drawings do not fit through an ordinary office shredder. Our mobile industrial shredder processes them without trouble:
- A0 rolls go in in one go.
- Different paper weights (200-300 g/m² for architecture drawing paper) are no problem.
- The truck unrolls rolled drawings itself.
- Folded drawings are also fine.
At DIN P-4 or P-5 depending on confidentiality (the client name on a drawing can be privacy-relevant).
An A0 drawing cut in two does not give safe destruction. The information stays legible. Only an industrial cross-cut shredder makes reconstruction impossible.
Digital storage and CAD archives
- Local CAD workstations: at replacement, destroy HDD/SSD separately. Read HDD shredding.
- External backups on USB or HDD: destroy old versions.
- Cloud CAD (BIM 360, BIMcollab): retention policy via the supplier.
- Plotter buffers: some plotters retain the last jobs in cache; include at replacement.
Photo archive of construction projects
Photos of construction sites are generally not GDPR-relevant unless people are recognisable. For publication or marketing: a model release or given consent. For the archive: delete after 5-10 years, except for portfolio-relevant projects used in ongoing publications.
Clients with particular confidentiality
For clients in defence, private homes of prominent people, secured objects or business locations with sensitive IP: a higher confidentiality class. Destruction at DIN P-5 or P-6, on-site, with photo documentation as evidence.
Recommended approach
- Inventory per project: handover when, any changes since.
- For projects with handover more than 10-12 years ago: the construction file can go.
- The firm's own archive drawings stay for 20 years (copyright evidence).
- Combine paper and large-format in one mobile run.
- Combine with hardware destruction if IT replacement is on the cards.
Industry context
For the broader context of construction-sector archives, read our articles for construction firms and destroying inspection reports and construction drawings.
On-site destruction of A0 drawings.
We drive to your office with an industrial shredder that handles large-format paper without trouble. With a certificate per job.
Request a quoteTime to clear out your construction archive? Email us via desnipperaar.nl.