JCG Marketing Group Inc.
1. Purpose
The purpose of this policy is to establish clear guidelines and procedures for sharing computer-aided design (CAD) files and official PDF documents with external parties. This policy is designed to protect the company's intellectual property, mitigate liability risks, and ensure that all file transfers are conducted in a secure and controlled manner.
2. Scope
This policy applies to all employees, contractors, and third parties involved in projects that require the sharing of CAD (.dwg, .dxf, etc.) and PDF files.
3. Definitions
Official Contract Documents: Sealed, signed, or stamped hardcopy documents that take precedence over any electronic files in the event of a discrepancy.
Electronic Files: CAD drawings, models, and PDF versions of official documents.
Internal Use: Access and use of files by company employees and approved collaborators for the sole purpose of executing the project.
External Sharing: Providing electronic files to clients, sub-consultants, contractors, or other third parties
4. General Policy
• Official Documents Govern: In all cases, the hardcopy or sealed PDF of the final, official contract documents shall be the document of record. Electronic files are provided for convenience only and should not be relied upon as the authoritative source.
• Retention of Ownership and Copyright: All electronic files remain the intellectual property of JCG Marketing Group Inc. and are subject to its copyright. The transfer of electronic files does not constitute a sale and does not grant the recipient any ownership rights.
• No Warranty: JCG Marketing Group Inc. makes no warranties, either expressed or implied, regarding the accuracy, completeness, or suitability of electronic files for any purpose other than that for which they were intended.
• Limited Reuse: Recipients of electronic files are not permitted to reuse or modify the files for any purpose other than the specific project for which they were provided without the prior written consent of JCG Marketing Group Inc.
5. CAD file sharing procedures
• Preferred Format for External Sharing: The preferred and safest method for external sharing of design information is via PDF format. For preliminary designs, use a watermark such as "Not for Construction" to manage expectations.
• When to Share Editable CAD Files: Editable CAD files will only be shared under specific, pre-authorized circumstances and only after a legally-reviewed "CAD File Release Agreement" or similar contract has been executed.
• Use of Transmittal Software: When sharing via email, employees must use the "eTransmit" or equivalent function within the CAD software to package all necessary files and dependencies securely.
• No Title Block on CAD Files: If editable CAD files are shared, they should be stripped of the company's official title block and stamp to prevent unauthorized modifications being attributed to the firm.
• Security for Internal Storage: All CAD files must be stored in approved, secured repositories (e.g., SharePoint, OneDrive, company servers) with proper access controls and version tracking. Access to sensitive CAD designs is limited to authorized personnel only.
