HDA

standards

Electronic File Naming Convention

English version
20/10/2011
p.barrett |
H.D.A.

| 7 rue Pecquay 75004 PARIS France | TEL: (33) 01 42 78 07 07 | FAX: (33) 01 42 78 01 02 | www.hda-paris.com | hda@hda-paris.com |

H.D.A.

| 7 rue Pecquay 75004 PARIS France | TEL: (33) 01 42 78 07 07 | FAX: (33) 01 42 78 01 02 | www.hda-paris.com | hda@hda-paris.com |

Contents:

Overview General Guidelines ID (Identification) VERSION (Revision or Date) Further Examples - Files sent out or issued by HDA Further Examples - Internal HDA files

Page Page Page Page Page Page

2 3 4 6 9 10

H.D.A.

| 7 rue Pecquay 75004 PARIS France | TEL: (33) 01 42 78 07 07 | FAX: (33) 01 42 78 01 02 | www.hda-paris.com | hda@hda-paris.com |

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Overview:
This convention is for the naming of electronic files prepared by HDA. The aim is to create a convention whereby all electronic files created by HDA have a logical file name that enables them to be identified and retrieved. (This convention has been designed for small to medium size design/engineering/architectural companies. The aim has been to design a convention that remains simple enough to be practical for small companies and small projects, while being sufficiently comprehensive to cope with the complexities of larger projects and the more detailed requirements of larger companies.)

The file name is made up of either two or three of these components:

IDENTIFICATION (ID) CONTENT VERSION

- author, project number and type of file. - title, description or number of the file. - revision or date of the file.

The 'Identification' component of the file identifies the author of the file (HDA), the project number, and what type of document it is. It enables the document to be clearly identified and retrieved. All electronic files to be sent out or issued by HDA should have this component. All principle files which may be required to be located by other persons should have this component. It should always be the first component of the file name. (For further explanation see page 6).

The 'Content' component of the file should contain the title, description or reference number. Titles and descriptions should be as clear and concise as possible, both as general good working practice and to enable files to be identified and retrieved by those without detailed knowledge of the project.

The 'Version' component of the file should contain either the revision letter/number of the file, or the date at which it was saved. It should always be the final component in the file name. (For further explanation see page 8).

"ID" _ "CONTENT" _ "VERSION"

H.D.A.

| 7 rue Pecquay 75004 PARIS France | TEL: (33) 01 42 78 07 07 | FAX: (33) 01 42 78 01 02 | www.hda-paris.com | hda@hda-paris.com |

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General Guidelines:
All electronic files sent out or issued by HDA require either: - All three components: <ID> <Content> <Version> <Identification>_<Title/Description/Number>_<Revision/Date>

eg.

HDA-287-RAPP_General-Report_03.pdf HDA-287-CALC_Struct-Calculations_01.pdf HDA-287-DRG_GA-002_B.pdf HDA-287-MOD_EAST FACADE_2010-05-24.dwg HDA-287-MOD_staircase_2010-05-24.3dm HDA-287-IMG_view1-outside_2010-05-24.jpg HDA-287_PROP_Facade Proposal_01.pdf HDA-287-HSK_052_2010-05-24.jpg

- general progress report - 3rd revision (PDF) - calculation report - 1st revision (PDF) - drawing with identifying No. - Rev 'B' (PDF) - 2D/3D model saved at this date (AutoCAD) - 2D/3D model saved at this date (Rhino) - rendered image (JPEG) - fee proposal - 1st Revision (PDF) - scanned hand-drawn sketch (JPEG)

- or 1st and 3rd components: <ID> <Version> <Identification>_<Revision/Date>

eg.

HDA-287-DGPF_PRO.pdf HDA-287-CCAP_APD.pdf HDA-287-CR_2010-05-24.pdf

- DGPF for PRO phase (PDF) - CCAP for APD phase (PDF) - Minutes of meeting (PDF)

Some in-progress files may not need the 1st component (Identification) while they remain internal. (For further explanation see page 6). Internal files that are referenced or linked to other files (eg. 2D/3D graphic model files, XREFs, calculation model files) do not require the 3rd component (Revision/Date). (For further explanation see page 8). All letters and numbers in the 1st component (Identification) are to be in capitals. Letters and numbers in the 2nd component (Title/Description/Number) can be in uppercase or lowercase, depending on the author's preference (while still ensuring that titles and descriptions are clear and concise). ' - ' (hyphen) is used between letters and numbers in the first component (Identification). ' _ ' (underscore) is used between each component. The date is to be in the format YEAR-MONTH-DAY (YYYY-MM-DD).

"ID" _ "CONTENT" _ "VERSION"

H.D.A.

| 7 rue Pecquay 75004 PARIS France | TEL: (33) 01 42 78 07 07 | FAX: (33) 01 42 78 01 02 | www.hda-paris.com | hda@hda-paris.com |

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ID (Identification):
The 'Identification' component of the file identifies the author of the file (HDA), the project number, and what type of document it is. It enables the document to be clearly identified and retrieved. All electronic files to be sent out or issued by HDA should have this component. All principle files which may be required to be located by other persons should have this component. It consists of the following 3 parts:

HDA-XXX-XXX_ HDA-XXX-XXX_ HDA-XXX-XXX_

Where HDA is the author of the file. (Identifies that the file has been created by HDA.) Where XXX is the project number. (Identifies which project the file belongs to.) Where XXX (or 'XX' or 'XXXX') is the type of document. (Identifies what type of document it is.)

Files sent out or issued by HDA: All electronic files to be sent out or issued by HDA should have this component.

eg.

HDA-287-CALC_Struct-Calculations_01.pdf HDA-287-DRG_GA-002_B.pdf HDA-287-MOD_STAIRCASE_2010-05-24.3dm HDA-287-SPEC_Facade Specification_A.pdf

- calculation report - 1st revision (PDF) - drawing with identifying No. - Rev 'B' (PDF) - 2D/3D model saved at this date (Rhino)
- Specification - Rev 'A' (PDF)

Internal HDA files: All principle files which may be required to be located by other persons should have this component.

eg.

HDA-287-MIN_2010-05-24.pdf HDA-287-PROP_Facade Proposal_01.pdf HDA-287-DRG_DE-012_A.pdf

- Minutes of meeting (PDF) - fee proposal - 1st Revision (PDF) - drawing with identifying No. - Rev 'A' (PDF)

All internal files which are referenced or linked to other files (eg. 2D/3D graphic model files, XREFs, calculation model files) should have this component.

eg.

HDA-287-MOD_1ST FLOOR PLAN.dwg HDA-287-MOD_BUILDING ASSY.dwg HDA-287-MOD_FACADE PANEL.dwg HDA-287-MOD_Staircase.3dm HDA-287-MOD_1st floor.3dm HDA-287-IMG_view-north.jpg

- 2D model file - component (AutoCAD) - 2D model file - assembly (AutoCAD) - 3D model file - component (AutoCAD) - 3D model file - component (Rhino) - 3D model file - assembly (Rhino) - rendered image, linked to a report (JPEG)

For in-progress internal files that are continually being changed and overwritten, the use of this component can be at the author's discretion, but, if not used, it is to be added to the file name if it is ever sent out or issued by HDA.
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H.D.A.

| 7 rue Pecquay 75004 PARIS France | TEL: (33) 01 42 78 07 07 | FAX: (33) 01 42 78 01 02 | www.hda-paris.com | hda@hda-paris.com |

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Document Type Abbreviations:

Abbreviation

Document Type

Typical Formats

REP DRG MOD CAD SCR IMG VID HSK CALC BOM BOQ SPEC PHOT PROP CON INV PROG MIN RFI CMT MISC

General Report Drawing file 2D or 3D model file CAD file Drawing Border and Title Block Script Image file / rendering prepared for reports Video file / animation Scanned hand-drawn sketches / Calculation reports/sheets Bill of Materials Bill of Quantities Specifications / Technical Reports Photos Proposal Contract Invoice Timeplan/Program Minutes of meeting Request for Information Comments (document review) Miscellaneous

PDF /DOC DWG / 3DM / PDF DWG / 3DM / 3DS / DXF / SAT DWG / 3DM GHX / XLS PDF / JPG / PSD / TIF AVI / MPG / MOV PDF / JPG / TIF PDF / EXCEL / DOC PDF / EXCEL / DOC PDF / EXCEL / DOC PDF / EXCEL / DOC JPG / TIF / BMP PDF / DOC PDF / DOC PDF / XLS / DOC PDF / XLS PDF / XLS PDF / EXCEL / DOC PDF ??

(This list can be added to or modified to suit different projects.)

This system enables any files that include the file identification to be located by searching for particular file types. For example, to search for all drawings that have been sent out from HDA: SEARCH> HDA-287-DRG* HDA-287-REP* (This will give a list of all numbered HDA drawings for this project) (This will give a list of all HDA general reports for this project)

H.D.A.

| 7 rue Pecquay 75004 PARIS France | TEL: (33) 01 42 78 07 07 | FAX: (33) 01 42 78 01 02 | www.hda-paris.com | hda@hda-paris.com |

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VERSION (Revision or Date):

The 'Version' component of the file should contain either the revision letter/number of the file, or the date at which it was saved. The decision of whether to use the file 'revision' or the file 'date' depends on what type of file it is, and on whether the file is to remain internal or to be sent out or issued by HDA.

Files sent out or issued by HDA: For files such as general reports, calculation reports, issued drawings, DGPFs, fee proposals, etc, this will be the 'Revision', for example: '_01', '_02', '_03', '_A', '_B', '_DD', '_TEND'.

eg.

HDA-287-REP_General-Report_01.pdf HDA-287-REP_General-Report_02.pdf HDA-287-REP_General-Report_03.pdf HDA-287-DRG_GA-001_A.pdf HDA-287-DRG_GA-002_A.pdf HDA-287-DRG_GA-001_B.pdf HDA-287-DRG_GA-002_B.pdf HDA-287-BOM_A.pdf HDA-287-BOM_TEND.pdf

- general progress report - 1st revision (PDF) - general progress report - 2nd revision (PDF) - general progress report - 3rd revision (PDF) - drawing with identifying No. - Rev 'A' (PDF) - drawing with identifying No. - Rev 'A' (PDF) - drawing with identifying No. - Rev 'B' (PDF) - drawing with identifying No. - Rev 'B' (PDF)
- Bill of Materials - Rev 'A' (PDF) - Bill of Materials - Tender Issue (PDF)

For files such as the latest versions of in-progress 2D or 3D models and rendered images, as well as files such as drawing/document registers, this will be the 'Date' the file was sent.

eg.

HDA-287-MOD_east facade_2010-05-24.dwg HDA-287-MOD_east facade_2010-07-28.dwg HDA-287-MOD_staircase_2010-05-24.3dm HDA-287-MOD_staircase_2010-07-28.3dm HDA-287-IMG_view1-outside_2010-05-24.jpg HDA-287-IMG_view1-outside_2010-07-28.jpg

- 2D/3D model saved at this date (AutoCAD) - 2D/3D model saved at later date (AutoCAD) - 2D/3D model saved at this date (Rhino) - 2D/3D model saved at later date (Rhino) - rendered image saved at this date (JPEG) - rendered image saved at later date (JPEG)

Whether to name superseded files by the date they have been superseded, or by the previous revision number, depends on the author's preference, and/or project requirements. eg. or: HDA-287-DRG_GA-001_01.dwg HDA-287-DRG_DE-007_01.dwg HDA-287-DRG_GA-001_R2010-05-24.dwg HDA-287-DRG_DE-007_R2010-05-24.dwg - G.A. drawing 001 - superseded Rev '01' (AutoCAD) - Detail Drawing 007 - superseded Rev '01' (AutoCAD) - G.A. drawing 001 - superseded version (AutoCAD) - Detail Drawing 007 - superseded version (AutoCAD)

H.D.A.

| 7 rue Pecquay 75004 PARIS France | TEL: (33) 01 42 78 07 07 | FAX: (33) 01 42 78 01 02 | www.hda-paris.com | hda@hda-paris.com |

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Internal HDA files:

For in-progress files this can be at the author's discretion, depending on whether they prefer to save files that are continually being changed and overwritten with a revision extension or a date.

eg.

east facade_01.dwg east facade_02.dwg staircase_2010-05-24.3dm staircase_2010-07-28.3dm box section-15_2010-07-28.3dm

- 2D/3D model - version 1 (AutoCAD) - 2D/3D model - version 2 (AutoCAD) - 2D/3D model saved at this date (Rhino) - 2D/3D model saved at later date (Rhino) - 2D/3D model saved at later date (Rhino)

For internal files that are referenced or linked to other files (eg. 2D/3D graphic model files, XREFs, calculation model files) this component should not be used, as each time the revision/date is changed the path would be lost. These files should always be the latest version, with the revision/date added only to superseded versions that are no longer required.

eg.

HDA-287-MOD_1ST FLOOR PLAN.dwg HDA-287-MOD_FACADE PANEL.dwg HDA-287-MOD_Staircase.3dm HDA-287-IMG_view-north.jpg

- 2D model file - component (AutoCAD) - 3D model file - component (AutoCAD) - 3D model file - component (Rhino) - rendered image, linked to a report (JPEG)

H.D.A.

| 7 rue Pecquay 75004 PARIS France | TEL: (33) 01 42 78 07 07 | FAX: (33) 01 42 78 01 02 | www.hda-paris.com | hda@hda-paris.com |

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Further Examples - Files sent out or issued by HDA:

HDA-287-REP_General-Report_01.pdf HDA-287-REP_General-Report_02.pdf HDA-287-IMG_view1-exterior-north_2010-05-24.jpg HDA-287-IMG_view2-exrerior-east_2010-05-24.jpg HDA-287-IMG_view3-interior-01_2010-05-24.jpg HDA-287-IMG_view3-interior-02_2010-05-24.jpg HDA-287-VID_1ST FLOOR-walkthrough_2010-05-24.avi HDA-287-CALC_Struct-Calculations-stair_01.pdf HDA-287-CALC_Struct-Calculations-stair_02.pdf HDA-287-CALC_Struct-Calculations-roof_02.pdf HDA-287-CALC_Section 3 properties_01.pdf HDA-287-CALC_Section 4 properties_01.pdf HDA-287-DRG_GA-001_B.pdf HDA-287-DRG_GA-002_B.pdf HDA-287-DRG_DE-007_B.pdf HDA-287-DRG_DE-008_B.pdf HDA-287-REG_Drawing Register_2010-08-08.pdf HDA-287-HSK_052_2010-05-24.jpg HDA-287-HSK_053_2010-05-24.jpg HDA-287-MOD_1ST FLOOR PLAN_2010-05-24.dwg HDA-287-MOD_2ND FLOOR PLAN_2010-05-24.dwg HDA-287-MOD_ELEVATION-WEST_2010-05-24.dwg HDA-287-MOD_FACADE PANEL_2010-05-24.dwg HDA-287-MOD_FACADE FRAME_2010-05-24.dwg HDA-287-MOD_FACADE ASSEMBLY_2010-05-24.dwg HDA-287-MOD_STAIRCASE_2010-05-24.3dm HDA-287-MOD_2ND FLOOR_2010-05-24.3dm HDA-287-MOD_STAIR SECTION_2010-05-24.3dm HDA-287-MOD_FACADE SECTION_2010-05-24.3dm HDA-287-PHOT_DSCN5557.dwg HDA-287-PHOT_DSCN5558.dwg HDA-287_PROP_Facade Proposal_01.pdf HDA-287_MIN_2010-05-24.jpg HDA-287-BOM_FACADE_A.pdf HDA-287-BOM_FACADE_B.pdf

- general progress report - 1st revision (PDF) - general progress report - 2nd revision (PDF) - rendered image, saved at this date (JPEG) - rendered image, saved at this date (JPEG) - rendered image, saved at this date (JPEG) - rendered image, saved at this date (JPEG) - video clip, saved at this date (JPEG) - calculation report - 1st revision (PDF) - calculation report - 2nd revision (PDF) - calculation report - 1st revision (PDF) - calculation sheet - 1st revision (Excel) - calculation sheet - 1st revision (Excel) - drawing with identifying No. - Rev 'B' (PDF) - drawing with identifying No. - Rev 'B' (PDF) - drawing with identifying No. - Rev 'B' (PDF) - drawing with identifying No. - Rev 'B' (PDF) - drawing register, at this issue date (PDF) - hand-drawn sketch, scanned at this date (JPEG) - hand-drawn sketch, scanned at this date (JPEG) - 2D model file, saved at this date (AutoCAD) - 2D model file, saved at this date (AutoCAD) - 2D model file, saved at this date (AutoCAD) - 3D model file, saved at this date (AutoCAD) - 3D model file, saved at this date (AutoCAD) - 3D model file, saved at this date (AutoCAD) - 3D model file, saved at this date (Rhino) - 3D model file, saved at this date (Rhino) - 2D model file, saved at this date (Rhino) - 2D model file, saved at this date (Rhino) - HDA photo (JEPG) - HDA photo (JPEG) - fee proposal - 1st Revision (PDF) - minutes of meeting, at this date (PDF)
- Bill of Materials - Rev 'A' (PDF) - Bill of Materials - Rev 'B' (PDF)

HDA-287-CMT_FACADE SHOP DRAWINGS_2010-05-24.pdf - Comment/Review of contractor shop drawings (PDF)

"ID" _ "CONTENT" _ "VERSION"

H.D.A.

| 7 rue Pecquay 75004 PARIS France | TEL: (33) 01 42 78 07 07 | FAX: (33) 01 42 78 01 02 | www.hda-paris.com | hda@hda-paris.com |

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Further Examples - Internal HDA files:

HDA-287-DRG_GA-001.dwg HDA-287-DRG_GA-002.dwg HDA-287-DRG_DE-007.dwg HDA-287-DRG_DE-008.dwg HDA-287-REG_Drawing Register.xls HDA-287-CALC_Section 3 properties.xls HDA-287-CALC_Section 4 properties.xls HDA-287-MOD_1ST FLOOR PLAN.dwg HDA-287-MOD_2ND FLOOR PLAN.dwg HDA-287-MOD_ELEVATION-WEST.dwg HDA-287-MOD_FACADE PANEL.dwg HDA-287-MOD_FACADE FRAME.dwg HDA-287-MOD_FACADE ASSEMBLY.dwg HDA-287-CAD_A1 border.dwg HDA-287-CAD_Title Block.dwg FACADE FRAME_02.3dm FACADE FRAME_03.3dm HDA-287-MOD_STAIRCASE.3dm HDA-287-MOD_2ND FLOOR.3dm HDA-287-MOD_STAIR SECTION.3dm HDA-287-MOD_FACADE SECTION.3dm STAIRCASE_02.dwg STAIRCASE_03.dwg HDA-287-HSK_052_2010-05-24.jpg HDA-287-HSK_053_2010-05-24.jpg HDA-287_MIN_2010-05-24.pdf view1-outside-north.jpg view2-outside-east.jpg view3-inside.jpg view3-inside_02.jpg 1ST FLOOR-walkthrough.avi Stair canopy_02.tif Stair canopy_03.tif Staircase_02.psd Ground Floor_01.psd HDA-287-PHOT_DSCN5557.jpg HDA-287-PHOT_DSCN5558.jpg HDA-287-DIV_Folder Spines.xls

- drawing with identifying No. - current version (AutoCAD) - drawing with identifying No. - current version (AutoCAD) - drawing with identifying No. - current version (AutoCAD) - drawing with identifying No. - current version (AutoCAD) - drawing register - current version (Excel) - calculation sheet - current version (Excel) - calculation sheet - current version (Excel) - 2D model file - current version (AutoCAD) - 2D model file - current version (AutoCAD) - 2D model file - current version (AutoCAD) - 3D model file - current version (AutoCAD) - 3D model file - current version (AutoCAD) - 3D model file - current version (AutoCAD) - 2D drawing border file (AutoCAD) - 2D drawing title block file (AutoCAD) - 3D in-progress model, overwriting version 1 (Rhino) - 3D in-progress model, overwriting version 2 (Rhino) - 3D model file - current version (Rhino) - 3D model file - current version (Rhino) - 2D model file, saved at this date (Rhino) - 2D model file, saved at this date (Rhino) - 3D in-progress model, overwriting version 1 (Rhino) - 3D in-progress model, overwriting version 2 (Rhino) - hand-drawn sketch, scanned at this date (JPEG) - hand-drawn sketch, scanned at this date (JPEG) - minutes of meeting, at this date (PDF) - rendered image prepared for reports (JPEG) - rendered image prepared for reports (JPEG) - rendered image prepared for reports (JPEG) - rendered image prepared for reports (JPEG) - video clip (AVI) - rendered image prepared for reports (TIF) - rendered image prepared for reports (TIF) - rendered image prepared for reports (Photoshop) - rendered image prepared for reports (Photoshop) - HDA photo (JEPG) - HDA photo (JPEG) - project folder spines (XLS)

"ID" _ "CONTENT" _ "VERSION"

H.D.A.

| 7 rue Pecquay 75004 PARIS France | TEL: (33) 01 42 78 07 07 | FAX: (33) 01 42 78 01 02 | www.hda-paris.com | hda@hda-paris.com |