Professional Documents
Culture Documents
Why?
Sometimes difficult to find each others work Documents can get mixed up when under pressure to get job finalised, resulting in wrong info finding its way into tenders Traceability difficult to refer back to a single document when multiple docs with similar names Making sure everyone has the latest & greatest
In other words, to improve Quality Control.. Also a requirement of TMS.
How?
Use a simple Tree structure Should be as simple to use as possible (KISS). Otherwise it wont be used Be able to be readily indexed with some logic, allowing easy reference Be able to be applied to all documents, drawings, etc. Capture all work, not just that referenced by WRCs (ie. One WRC might cover many different iterations over several months could subdivide these into separate jobs).
Example
In this case, each job has a different directory number. This number could also reference a Hard file (eg. Filing system in storeroom) Each directory has the same system of sub-directories Filenames reference job no., subdirectory nos., brief description, author, date created, and revision no: Eg:
1008 0403 Foxleigh Sched JC220702_A0.xpk
Brief Description
Subdirectory No.
Revision Status
This same nomenclature can be used for Plot Files and Drawing numbers
Registers
Registers enable fast look up of files & their location. Eg: Job No. Register, to counter-reference Jobs with Descriptions & WRCs, etc. Author/User Register, to keep track of peoples Initials (eg. For People with similar initials); a simple Document Register, to keep track of files sent out to various people/projects/clients, etc. Spreadsheets in Excel, kept on Shared Drive, but with Shortcuts to users desktop or toolbars, for ease of use.