How to classify and manage the received materials and design documents
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During the normal design process, a large amount of design data is received, and many design documents are also created; most of this data is in electronic form. How should it be managed? Sometimes I often find that I can’t locate it when I need it, and even when I do find it, I don’t know what version it is – it’s so frustrating
It can generally be managed through the following classification: 1. Create folder A according to the category of project documents. 2. Within folder A, create folder B based on the specialty. 3. Inside folder B, establish a file directory based on the file number, with the file name including version or date information
Establishing an electronic record of documents, and adding information such as the date and version number of those documents, is a good practice
Generally, there is a centralized document control system for this; if managing it on one’s own, a practical approach is as follows: 1. Create an Excel spreadsheet, and each time a file is received, record it – for example: Serial Number, Project, Content Received, Review Comments. For instance: 1, Valve, Valve drawings dated 2018/10/1; the initial version of the drawings is incomplete, XXXX, XXX. Then create a folder named “Valves”, and for each file received, name the folder using the date and a brief description