file management

[Anonymous]

We are having some difficulty in setting up a file management system.
Right now we use a job number for each job, a code for the file type, a
code for the revision number, and a code for the contents. For example:
"R00100a_pA1.dwg" designates job number 001, revision a, page A1 in the
drawing set. We use a different file name for every file so in the event
of a mix up of files I can find the proper location for the file. Where
our problem lies is that when a new revision is created, all files are
copied to a new folder and renamed. Then all xreferences have to be
updated in all files because the file name changes. On small jobs that
is not a problem but for large projects, this take take a lot of time.
Does anyone have any suggestions or know of any resources as to how we
can retain different file names for all files, maintain separation and
ease of use, wile also not having to go through the whole updating all
xreferences task?

[Anonymous]

We are system that sort of works, but it's really dependent on people not
being stupid.

Let look at a plat for example:
Current plat MODEL file: XPROJSPT.dwg (where PROJS is the 5-digit
alphanumeric code we use.)
Current plat SHEET file:PROJSPPT.dwg (PPT for preliminart, FPT for final.)
After submittal, death in the family, or some such incident that merits a
new revision set, we add a number to the end, i.e. XPROJSPT1. The number is
the version number
XPROJSPT (no number- current)
XPROJSPT1 (the first shot at it)
XPROJSPT2 (the second shot at it)
etc.

If some SHEET needs to be locked in history, we bind it up and save it. Does
this make any sense? I hope this helps you.

--
James Wedding, E.I.T.
IT Manager
Jones & Boyd, Inc.
Dallas, Texas
jwedding@NOSPAMjones-boyd.com
Remove NOSPAM from e-mail for reply.

[Anonymous]

Let's see if I can clearly explain the system that we use. We are
manufacturers of safety equipment.

When the saleman recieves the order for preliminary drawings, the job
is given a six digit number that stays with the job throughout the
entire process(i.e. 101657). While this drawing is in the preliminary
stage is is Q-101657-1. Q for quote and -1 for page number.

Once the job is bid and accepted, the approval stage begins. A job
folder is then created on the server and the approval drawings
101657A01 for approval page one, 101657A02 page two and so on. If
revisions are made, 101657A01R1.

Once the customer give approval for manufacture, the drawings become
details for the manufacture of the product, 101657D01,etc.

The drawings that accompany the equipment are assemblies and these
drawings are numbered 101657E01.

This system makes for easy file retrival from archives. All you need
is the job number and explorer does the rest. Happy Holidays.

On Thu, 21 Dec 2000 06:42:02 -0800, rossiarc@pacbell.net wrote:

>We are having some difficulty in setting up a file management system.
>Right now we use a job number for each job, a code for the file type, a
>code for the revision number, and a code for the contents. For example:
>"R00100a_pA1.dwg" designates job number 001, revision a, page A1 in the
>drawing set. We use a different file name for every file so in the event
>of a mix up of files I can find the proper location for the file. Where
>our problem lies is that when a new revision is created, all files are
>copied to a new folder and renamed. Then all xreferences have to be
>updated in all files because the file name changes. On small jobs that
>is not a problem but for large projects, this take take a lot of time.
>Does anyone have any suggestions or know of any resources as to how we
>can retain different file names for all files, maintain separation and
>ease of use, wile also not having to go through the whole updating all
>xreferences task?

[Anonymous]

Our system is:
Root folder = [job number]
Main/Active DWG folder = [job number]\Drawings
Other DWG sub folders =
[job number]\Drawings\Obsolete
[job number]\Drawings\Options
[job number]\Drawings\Vendors
[job number]\Drawings\Xisting

Drawings are named per their drawing number (minus dashes) + revision.
Example: An overall general arrangment of the plant and the site at rev A is
G-000-1001-D, so the drawing name is g0001001ra.dwg. (Format is [discipline
letter]-[area number (3 digits)]-[contractor id number (1
digit)][sequence]-[sheet size that is standard for job])

Xrefs may have an "intelligent" name but must have the letter X in front.
This keeps them easily identifiable and seperated from the "real" drawings.
Example: A plan view containing only the existing elements would be
Xplan-exist.

Active drawings, those that are available for changing, are kept in the
"Drawings" folder. This includes the "real" drawings and xrefs. When a
drawing is issued a PDF is made, a "save as" is done to the "Obsolete"
folder, and all xrefs are bound. The drawing in the "Drawings" folder, that
still has xrefs, simply has it's rev changed in the file name and in the
drawing's title block for revision descriptions the new rev is noted as "in
progress". Xrefs by themselves are never obsoleted as they are preserved
when they are bound in the "real" drawing.

The "Options" folder serves two purposes. One is it is a "scratch" area
where different equipment arrangments can be done. The other is for cleanup
of vendor equipment drawings so they are converted to our layer standards
and the extraneous detail removed.

The "Vendor" folder is where all original vendor drawings go. Each vendor
has their own folder named per their company name, created as needed. No
cleanup or other changes are permitted in this folder.

The "Xisting" folder is where all original drawings of existing equipment at
the job's plant are stored. Many of the plants we deal with do not have
electronic files, so often this is used when we convert their paper drawings
to CAD for our use. While we may have an xref in the "Drawings" folder that
only has existing equipment in it, often we are removing things and the
"Xisting" folder serves as a backup of what was there. If a plant is brand
new, which doesn't often happen, there is no "Xisting" folder.

Enjoy,
Stef
--
mailto: yodersj@ipass.net || Drafter, Leather-worker
http://www.ipass.net/~yodersj/ || Dos, Win, LT
RFC 1855, section 3.1.1, item 10 at http://www.faqs.org/rfcs/
http://computerhowto.homestead.com/

[Anonymous]

There's probably numerous ways to track revisions. One thing I do is keep
the names of the drawings the same. Before a revision is started, the
current project is zipped up and moved to a revisions subfolder as well as
to a project CD. The revision block is then updated and I move on. If I need
to revert back to a previous version, I simply restore it. The revision
tracking is done in the zip file naming nomenclature and the current drawing
set's revision block.

The main point is that the names of the drawings never change. If I had to
track revisions in the file name, the sheet drawings would change, but I
would still keep the names of any base (xref'ed) drawing the same to avoid
re-pathing the xrefs.

Something else I do is to not retain the path name of xrefs. All of my
drawings are in the same folder, so I have this luxury.

I'm in a small civil engineering office (one user), so this works well in
the small yet numerous projects I work on.

Rick Lincoln
Uhl Engineering, Inc.

[Anonymous]

I assume a file won't get out of it's project folder which makes life
easier as long as that holds true.

Just as another example, this is how we have it set up:
http://www.edgehill.net/cad-std/folders.htm

[Anonymous]

Ross,

I am assuming your name is Ross from your email addy. I like what your doing
in naming convention as it does have some sort of sense. I to am in the
process of setting up this system. As we are currently running several
hundred projects and have thousands of drawings it will be very important to
have a system that is full proof. I have currently ordered the National CAD
Standards, I hope they have some insight to this. I am interested in using
this from an Architectural point of view. I hope there is more input from
that point on here.

Bob

wrote in message
news:3A4216BA.5FAAB4CF@pacbell.net...
> We are having some difficulty in setting up a file management system.
> Right now we use a job number for each job, a code for the file type, a
> code for the revision number, and a code for the contents. For example:
> "R00100a_pA1.dwg" designates job number 001, revision a, page A1 in the
> drawing set. We use a different file name for every file so in the event
> of a mix up of files I can find the proper location for the file. Where
> our problem lies is that when a new revision is created, all files are
> copied to a new folder and renamed. Then all xreferences have to be
> updated in all files because the file name changes. On small jobs that
> is not a problem but for large projects, this take take a lot of time.
> Does anyone have any suggestions or know of any resources as to how we
> can retain different file names for all files, maintain separation and
> ease of use, wile also not having to go through the whole updating all
> xreferences task?

[Anonymous]

rossiarc.
If you have the time check out www.columbus.arup.com for a free Doc control system, it may be of some help to you.
Jim Morgan OCD ltd Cardiff.