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Effective AutoCAD Document Management Guide

An AutoCAD document management system organizes drawing files and project documents to improve productivity. It establishes clear directory structures, file naming conventions, and security settings. The system should be customized to suit each firm's needs while keeping it simple. Key aspects include organizing files by client, job, and discipline in directories; using file names to indicate project, drawing type, and revision; and setting access permissions to protect files. Implementing such a system requires planning and communicating the benefits to gain management approval.

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Marcelito Morong
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94 views3 pages

Effective AutoCAD Document Management Guide

An AutoCAD document management system organizes drawing files and project documents to improve productivity. It establishes clear directory structures, file naming conventions, and security settings. The system should be customized to suit each firm's needs while keeping it simple. Key aspects include organizing files by client, job, and discipline in directories; using file names to indicate project, drawing type, and revision; and setting access permissions to protect files. Implementing such a system requires planning and communicating the benefits to gain management approval.

Uploaded by

Marcelito Morong
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOC, PDF, TXT or read online on Scribd

AutoCAD Document Management

How to employ a smart AutoCAD Document Management System?


Locating AutoCAD project files does not need to be a tedious task.
n fact! t"e more organi#ed your firm is wit" its drawing file structure! t"e more
producti$e your staff will be.
Spending too muc" time searc"ing for files on a disorgani#ed ser$er or CAD station is
unnecessary and a complete waste of money.
De$eloping an AutoCAD document management system for your company is just
plain good business sense and can be incorporated %uite easily.
An AutoCAD document management solution can be customi#ed to suit your
business.
&$eryt"ing from setting up directories and subdirectories to "ousing AutoCAD
drawings for t"e security of contract documents can be tailored to e$ery firms needs.
A %uick suggestion before we proceed. As wit" many ot"er t"ings! keeping it as
simple as possible is your best bet'
Making t"ings complicated is not going to assist your staff one bit and may cost your
company more money if you implement a confusing document management solution.
Directory Navigation
(eference drawings! image files and project related documents need to be organi#ed
in a directory "ierarc"y t"at is easy to na$igate.
)rgani#ing your electronic document management system by maintaining drawing
files away from ot"er project files on a ser$er or CAD station! will "elp to a$oid
confusion.
Here are some e*amples of "ow to manage an AutoCAD document management
drawing directory.
Z:\CLIENTNAME\JOBNO\CADDWG + location of project drawings
Z:\CLIENTNAME\JOBNO\ADMIN + location of administration files! i.e. ,ord
documents! memos! spreads"eets! etc.
Z:\CLIENTNAME\JOBNO\!ILE"C#D\DATE + location of project files
recei$ed from client
Z:\CLIENTNAME\JOBNO\!ILEENT\DATE + location of project files sent to
client
!i$e Naming Convention
Assigning appropriate file names is also important for identifying CAD files and t"eir
re$isions.
-or instance! t"e file name %&&'()%*A"*+L*&,-./g can indicate a lot of information
about a drawing to a user before t"e file is e$en opened.
!igure ,*,
-igure ./. abo$e illustrates t"at0
1 %&&'()% specifies t"e designated job or project number
1 A" indicates t"at t"e drawing file is from t"e A(CH2&C23(AL discipline
1 +L specifies t"at it is a 4LA5 6&, drawing file
1 &, designates t"at t"e drawing file "as been re$ised . time
2"is file naming strategy clearly s"ows a CAD user or project manager t"e necessary
project information pertaining to t"e file. Again! t"is is only an e*ample. Modify it to
suit your office needs.
Document ecurity
Addressing simple directory na$igation and a clear file naming con$ention will also
assist wit" t"e protection of important CAD files and project related documents.
C"ances are if a CAD user can easily find w"at s"e7s looking for! wit"in a
straig"tforward directory structure! t"e possibility of deleting a file in error is
minimi#ed.
5e$ert"eless! t"e security of t"e files beyond na$igational structure must be
addressed.
f you are responsible for your office AutoCAD document management system! eit"er
as a CAD manager or 2 administrator! you "a$e a $ery important job. t is up to you
to ensure t"at t"e appropriate staff "as access only to t"e projects t"at concern t"em.
-iles can be better protected from erroneous deletion by setting directory and sub/
directory permission access accordingly. )f course certain indi$iduals may need more
access and t"is would need to be addressed as you organi#e your security network
settings for staff.
8eep in mind t"at some project managers may need to $iew certain drawings and may
not "a$e access to AutoCAD. 2"ey may benefit from an AutoCAD file $iewer suc" as
D,9 2rue6iew:.
+$an an. Im0$ement 1our AutoCAD Document Management y2tem
5ow t"at you "a$e a basic idea of w"at needs to be done! sit down and plan out your
strategy.
;ou will probably need to talk to upper management first before implementing! so be
sure to "a$e a clear plan laid out on paper.
Start by writing down your current document management system. Sketc" out a flow
c"art of your network if necessary.
,"at is working and w"at is not? dentify w"at is not and determine w"at c"anges
can be made to impro$e t"e system.
Are t"ere certain staff members w"ose document management needs re%uire furt"er
in$estigation? f so! talk to t"em and jot down t"e additional considerations.
)nce you "a$e identified t"e ideal document management system for your office!
present a final draft to upper management. ;our draft s"ould include a list of benefits
t"at t"e new structure will obtain. )nce appro$ed! be sure management sends an
office memo outlining and enforcing t"e new AutoCAD document management
system.

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