Professional Documents
Culture Documents
RD3.9 Handling Documents
RD3.9 Handling Documents
HANDLING OF DRAWINGS
A. DEFINITIONS
DRAWINGS .......................... are graphic information with annotating notes organized on a
sheet and used to convey a specific scope of work or to
record a specific built condition. Historically, "Drawings"
included original pen or pencil tracings, reproducibles, and
original pen or pencil drawings on translucent material from
which prints could be made. Facilities utilizes CAD
(Computer Aided Design) software to create drawings and
EFM (Electronic File Management) software to file and track
both manually created and CAD created drawings. Specifics
on CAD and EFM systems and procedures are described in
the Facilities CAD Standards and Procedures Manual
(RD3.26)
Types of Drawings are:
ORIGINAL............................ drawings are hard copy plots of CAD drawings or manually
produced drawings on any medium that are wet stamped
and signed by the design professional, wet signed for quality
assurance by the checking design professional, and wet
signed for approval by the discipline chief.
ISSUED................................ drawings are originals that have been wet stamped and
signed by the designing architect/engineer, reviewed,
checked, approved and officially released as completed
documents for estimating, bidding, construction, and/or to
document an existing or as-built condition.
PROJECT ............................. drawings are for a specific scope of work (the project).
PROGRESS........................... drawings are prints of incomplete Project Drawings
distributed prior to an official issue for review, information or
budget checking purposes.
TITLE 1 100%...................... drawings are Project Drawings that describe the complete
design intent of a specific scope of work. These are issued
for informational purposes and are not entered into the
Document Control system, are not assigned a Drawing
Number, and are filed in the Project File.
TITLE 2 100%...................... drawings are completed Project Drawings issued for
estimating, bidding and/or construction.
B. DRAWING NUMBERS
1. All official issued drawings are to have a unique drawing number. Historically,
drawings were assigned drawing numbers by manually entering information into a
log book called the Drawing Index. All manual log entries have been entered into
an electronic database file called the Main Drawing Index (See D below).
2. The prime function of the numbering system is to identify and locate all drawings
in the department, and to facilitate access for reference or retrieval.
3. All correspondence referencing a drawing should include the drawing number
(including revision letter and date of revision) and the drawing title.
E. LOCATION OF DRAWINGS
1. Project Drawings are kept in the Facilities Central Drawing Files once they have
been assigned a number and issued. Originals are filed flat in drawers as follows
(see figure RD3.9.1 for schematic arrangement of file drawers):
1. At completion of the project all drawings are to be corrected for as-built conditions
and identified as as-built drawings.
If no change to a drawing are needed to document as-built conditions, the existing
card status is changed to AS-BUILT and the drawing number remains the same
without any change to the revision level. The original issued drawing is stamped
“AS-BUILT” with the date (see RD4.28) and is given to the Document Controller
(DC) for archiving by placing it on the Facilities Central Drawing Files To-Be-Filed
table.
If changes have occurred, the corrected drawing file is given the next level revision
titled “As-built Conditions”, plotted and a stamped/signed original is given to DC for
archiving by placing it on the Facilities Central Drawing Files To-Be-Filed table.
2. DC checks document number and, if new (including a new revision of an existing
document number), enters it into the Main Drawing Index (MDI). Status is
indicated as "Entered". All other relevant information is entered into the MDI
including the document number, project number, project title, drawing title, name
of creator (drawn by) and date.
3. DC keeps all newly archived drawings together in the “To Be Microfilmed” drawers
and, when at least 100 drawings have collected, forwards them along with an
itemized list (print out from Database with Find on Status = Entered) to LBNL
Archives and Records (A&R) for microfilming.
4. A&R sends original drawings out to vendor (FileTrac) for a Silver Halide master
card and two sets of diazo card copies. On return, A&R sends the original
drawings, the Silver Halide master cards and one copy of diazo cards back to
Facilities DC and files the remaining diazo card copy with Facilities M & O.
5. DC logs returned drawings in and changes status to "Aperture" in the MDI.
Original drawings are filed in the appropriate size flat file per E.1.b. above. Diazo
card copies are filed in card drawers per E.2 above.
6. Silver Halide master cards are sent to vendor (Crowley Micrographics) for scanning
to .TIF format. On return, DC sends Silver Halide master cards back to A&R for
forwarding to RSF.
7. DC adds .TIF images search database on www linked server and changes the
status on MDI to “On Site”.
H. COPIES
1. Copies can be made from any drawing original or CAD file. When distributing
official copies of issed drawings for contract or construction purposes, copies must
be made in the print room from the original drawing. DO NOT PLOT COPIES FROM
CAD FILES as these will not include wet stamps and checked/reviewed signatures.
Informational copies can be plotted from CAD files for design team members’ use
or to provide as a reference to others. All such copies are to be stamped or
watermarked “FOR REFERENCE ONLY”.
2. Copies of Facilities Department drawings for bidding, construction, or other outside
distribution shall only be made from stamped/signed, checked and approved
original drawings. Drawings not approved or not completed may be distributed, but
should shall be stamped "PROGRESS DRAWING, NOT FOR CONSTRUCTION" above
the title block.
3. Reproducibles as originals:
When a reproducible is made for the purpose of revising the drawings, the drawing
number of the original should be placed above the title block prefaced by
"Reference Drawing:", and the reproducible assigned a new number.
4. Reductions and half size sets as originals:
a. Reductions of certain drawings can be used as originals under special
circumstances.
b. When a reduction is filed, the drawing number of the original should be
placed above the title block prefaced by "Reference Drawing:", and the
reduction assigned a new number assigned to the .
c. If a half-size set is used as an original, it shal maintain the original drawing
number but be clearly labeled “HALF SIZE’ on every sheet in the set.
2. Source Prefix
5. Serial Number
1. Drawing Size
a. Indicates the standard drawing size (ANSI designation):
Size 1 8-1/2 x 11 - Basic Unit (A-size)
Size 2 11 x 17 - Two units (B-size)
Size 3 17 x 22 - Four units (C-size)
Size 4 22 x 34 - Eight units (D-size)
Size 5 34 x 44 - Sixteen units (E-size)
Size 6 Drawings larger than 5 (in either dimension) (None)
b. Mixing sheet sizes in a single set of drawings, such as those prepared for a
purchase order contract, should be avoided. The Project Architect or
Engineer should see that all drawings of a set are the same size.
c. The most frequently used size is size 4. It is suggested that this size be
used insofar as practical.
2. Source Prefix
a. Indicates the origin of the drawing. Historically, this letter was used to
track the source and location of the original drawing for retrieval purposes.
This has been revised to identify modification drawings from new building
drawings. The list below shows the historical definition (in strike out type)
followed by current usage:
B = Berkeley drawings located on site at Lawrence Berkeley Lab Plant
Engineering Dept. files or in the Print Room files.
= Drawing prepared in-house by LBNL Facilities Dept. for new
structures or in-house by LBNL or out-house by an outside
A/E firm for modifications to an existing facility.
L = Livermore and Site 300 drawings located at Lawrence National
Livermore Lab.
= Not Used. Berkeley does not integrate it’s drawing system w/ LLNL.
N = Neither of the above which indicates the drawing is by an outside
A/E and is located off site.
= Drawings prepared by an outside A/E firm for new
buildings, new additions or increments to an existing
building, and major utility installations.
3. Building Number or Drawing Category
a. Indicates the general category of the drawing as follows:
01 - 99 Drawings of Numbered Berkeley Buildings
100 - 999 Drawings of off-site buildings
00 Sitewide Facilities Department Drawings showing
comprehensive site features such as area maps, utility plans,
roadways maps).
ST LBNL Facilities Department Standards
b. Use the latest published list of building numbers. . All building numbers are
assigned by Facilities Department Planning Section. If a new building
project, coordinate numbering with Facilities Department Planning Section
prior to assigning any building numbers.
c. When a suffix letter has been added to a building number to provide a
number for an entirely new, separate, building, such as 70A, 50A, include
the suffix in the building number part of the drawing. For example,
4B50AA009 would be an architectural drawing of Building 50A.
5. Serial Number
a. Indicates the serial number of the drawing for the listed building number
and drawing type prefix. Serial numbers begin with 001 and progress
through 999.
b. Serial numbers are automatically assigned by Facilities’ EFM software. This
is done by creating a new file card in the AMWF database. The database
also records the drawing title, size, initials of creator, and date drawn (see
RD3.26 Section 9). Under no circumstances should a number be put on a
drawing without creating a card. Likewise, numbers should not be reserved
by creating blank cards in the AMWF database unless for this is for
immediate use (such as reserving numbers for outside A/E created
drawings).
c. The first two digits of the drawing number (the Drawing Size and Source
Prefix) do NOT establish a new series. Drawing numbers, regardless of size
and source, continue in a regular numeric series for each drawing type per
building.
Example: Building 99 has six E-size architectural drawings prepared by an
A/E firm when originally built, followed by three B-size modification
drawings prepared in-house, followed by four D-size drawings prepared by
an A/E firm to add a new wing (Increment II) to the building, followed by 3
C-size drawings by and A/E firm to modify an area of the existing building.
Drawing numbers progress as follows:
Original project
5N99A001, 5N99A002, 5N99A003, 5N99A004, 5N99A005, & 5N99A006
In-house modification project
2B99A007, 2B99A008, & 2B99A009
Addition project
4N99A010, 3N99A011, 3N99A012, & 3N99A013
A/E modification project
K. TITLEBLOCK INFORMATION
1. Main Titleblock Fields
It should be possible to determine the scope, nature, and content of a drawing
from the titleblock information which is also entered into the MDI. Every issued
drawing is required to have a standard titleblock with the following information
(see figure 3.9.2 and RD4.16A-E for standard Facilities title block formats):
a. Box 1, Line 1, Part 1: Building Number
Use the building number as listed in the latest official building list. Use 00
for site wide projects or projects not located in a specific building and ST
for standards drawings. Do not use a “B” to indicate building or trailer (see
J.e.3. above).
b. Box 1, Line 1, Part 2: Location Description
Location description should be room number(s), floor level, or identifying
title such as Cafeteria or ALS. If the drawing is for a standard, it should list
the discipline (e.g. Structural Standards).
c. Box 1, Line 2: Project Title
Identify the specific project or subject of this drawing. Use the official
project title entered into the Project Tracking System which can be obtained
from the Project Manager. Do not use vague descriptions such as
“Modification”, “Room addition”, or “Improvements”.
Date of approval of first official issue. Do not use this field for revision
dates, these are located in box 5.
k. Box 2, Line 4: CAD File Path
Location of drawing on server. File name is determined by EFM software
and is a eight digit number (e.g. 00001234.dwg). Location is in the project
archive directory (e.g.: N:\arch\99\012345\00001234).
l. Box 2, Line 5: Scale
Drawing scale. Use “AS NOTED” if several different scales used on one
sheet. See DMPM Section 8 figures 8-1 and 8-2 for recommended drawing
scales.
m. Box 3, Line 1: Drawing Number (with revision letter if applicable)
n. Box 3, Line 2: Project Number
This is the only constant on the project and is used by the EFM software to
organize the CAD files on the server. It also relates drawings to the general
filing system. ALL ISSUED DRAWINGS MUST HAVE THE PROJECT NUMBER
INDICATED ON THE TITLE BLOCK. Obtain the project number from the
Project Manager. Do not use the project number that you bill your time
against as this may be a sub-account of the parent project.
Small Projects Group project numbers are the same as the Work Request
Center request number.
Standards are to have codes that identify the standard type (eg. SITELT =
site lighting, EXTWIN = exterior window). Each discipline is responsible for
developing project number codes to identify the various types of standards
they maintain.
If no project number exists or the project number field is not relevant, use
000000.
o. Box 4: Sheet Number
p. Box 5, Part 1: Revision Level
Needs to be a letter (see J.6 above).
q. Box 5, Part 2: Drawn By
Use initials of individual who makes revision changes, may be different than
original drawn by.
r. Box 5, Part 3: Checked By
Use initials of individual who checks revision changes, may be different than
original checked by.
s. Box 5, Part 4: Approved By
REFERENCE ONLY
NOT FOR CONSRUCTION
above the title block.
L. LIVING DRAWINGS
1. Title Block Information (where varies from Project drawings, if not indicated, same
as described above):
b. Box 1, Line 1, Part 2: General System Description
System description should be the basic system being documented by the
drawing (e.g. Mechanical Ductwork, Electrical Distribution, Keyplan,
Equipment Location)
c. Box 1, Line 2: Specific System Component
Identify the specific system component shown in the drawing. Use specific
equipment/facility type identification designations (see RD7.4). (e.g. Bank
304 - MCC304A3A, Supply and Return Ductwork, Rated Corridor & Doors)
d. Box 1, Line 3: Sheet Title
Indicate whether a plan, elevation, section, perspective, map, detail, and
extent of information this sheet contains (e.g. 3rd Floor Plan, Single Line
Diagram, Logic Ladder, West Elevation Fixture Locations)
m. Box 3, Line 2: Project Number
Living Drawings are to have codes that identify the system type (eg. SITELT
= site lighting, EXTELV = exterior elevation). Each discipline is responsible
for developing project number codes to identify the various types of living
drawings they maintain and documenting this in the DMPM.
n. Box 3, Line 1: Drawing Number with revision letter.
Living Drawings keep a running log of revisions and the revision letter is
critical to identifying the most recent release.
o. Box 4: Sheet Number
Default is Discipline code and the numeral 1 (e.g. E1, A1)
u. Box 5, Part 6: Remarks
Description of revised scope of work. Should include reference to project
affecting change where relevant (e.g. “Project FA1234 - New Admin
Offices”).
v. Box 5: Additional Revisions
The 7 most recent revisions are noted on the title block. A revision history
is kept to the left of the drawing titleblock on a matrix identical to box 5.
w. Box 6: Issue Identification
use only revision designation
REVISION A (or B, C, etc.)