Identification and Retrieval of Design Information

DOESTD107393

ensure a consistent approach from source document identification through DIS issuance. They should

address and control responsibilities associated with document preparation, review and approval

processes, and the long-term maintenance and control of completed documents. They should address

the activities necessary to implement the DR program, including the following:

Personnel selection, orientation, and training

Project interfaces (organizational and programmatic)

Project control (schedule and milestones control)

Identification of potential source documents

Technical review of source documents

Verification and technical validation

Discrepancy resolution and open-item management

DIS development (including format and content guide, and layout guide)

DIS review and approval

DIS field validation

DIS maintenance and revision

3.2 IDENTIFICATION AND RETRIEVAL OF DESIGN INFORMATION

Identification and retrieval of design information are divisible into two distinct subfunctions: (1)

identification and retrieval of the source document that might contain design information and (2)

extraction of the design information contained in the identified source documents Each of these

subfunctions calls for unique experience and expertise. Identification and retrieval of source documents

involves identifying the document types and specific documents that contain design information, locating

the documents, and retrieving and cataloging the documents. Extraction of design information

presupposes technical expertise in recognizing and classifying various types of such information.

Identification and retrieval of design information is accomplished through three phased activities: formal

review, smart search, and comprehensive search. These phases correlate with increasing design detail:

the formal review concentrates on summary-level design documents; the smart search, the outputs of

the design process; and the comprehensive search, the remaining relevant source documents,

particularly those establishing the design basis for the design requirements. These phases differ

primarily in scope. During each phase, after the source documents are identified and retrieved, the

source documents are reviewed to extract the relevant design information, both design requirements

and design basis. The approach to design information extraction should be essentially the same,

regardless of the source document. The cumulative result of these activities at any stage constitutes the

Best Available Design Information.

Facilities should identify pilot DR activities to gain experience and to solidify methods. For example, a

selected file room could be reviewed initially to identify and retrieve source documents. Then, this effort

could be critiqued to improve the methods used before going on and applying the approach to other

document locations. Similarly, pilot extraction efforts on selected documents could be useful in refining

extraction methods and procedures. Appropriate implementation procedures could be prepared and

then tested by pilots to control each activity. Further, where adequate design information is not

available, individual facilities may also identify supplementary activities for design reconstitution. For

example, facility walkdowns to gather nameplate data could be undertaken, if necessary and beneficial.

Concurrent with DR efforts, the normal design process continues to generate new and revised design

requirements and the design basis. These normal design activities also contribute to the Best Available

Design Information. Controls should be in place to ensure that ongoing design process efforts and DR

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