Implementing a new network data / file management structure

[Mike Y]

Hi,
I'm not sure is this is the right place to post this, but I'll give it a shot.
Our company, of about 200 people, manufactures custom exhibits, millwork, displays, tradeshows, etc. We have been in business for a long time, so there is a sizeable "corporate inertia." I am trying to find information about strategies for implementing a new network data//file management structure - right now, there is no one place a project, and all its data, documents, cad drawings (using AutoCAD and getting ready to add Inventor/Vault) "live." Each department is basically on its own, and we could not put together a full project archive if our life depended on it - mostly because no one can agree where things should go, how to set up permissions, etc. Are there any examples out there, or can you direct me to a likely resource that addresses these issues? A discussion that maybe a manager might understand?

Thanks very much,

[Mike.Perry]

Hi

If you have not already, you could try plugging the following search criteria into the forum search facility (hint - limit your search to the CAD Management forums)...

Key Word(s): Data + Management

File + Management

Have a good one, Mike

[michael.12445]

We're an architectural office, so that's how our information is structured. First of all, we have an area (mapped to a separate drive letter) just for non-graphic project information, such as letters, memos, transmittals, faxes, and e-mail messages. The graphic information resides in its own area. In each area, we break down the information by the phase of the project. So, our structure looks like:

Drive letter:\Project Name\Project Phase\

the phases being those in the typical contract for architectural services, i.e., Schematic Design, Design Development, Construction Documents, and Construction Administration, abbreviated to SD, DD, CD, and CA folder names.

For the graphic information, below each phase folder we have a set of typical folders based on the way our drawings are structured (we make heavy use of xrefs). Those folders include "Plans", "Sections", "Elevations", "Details", and "Plots", the last one containing one sheet in paper space per DWG file, which references drawings from the other folders.

File permissions are restricted at the level below the Project Phase level - i.e., only an Administrator can create new folders at the level of the "Plans," "Sections," "Elevations" folders. But below that, anything goes (necessary for AutoCAD to function properly anyway, if you are going to write DWG files there). Generally this works well for us.

We only ever edit files on the network drives directly - we never copy them down to a local drive and work on the copies, as in that situation, the last person who saves "wins." Of course the network files are backed up on tape daily.

We also have a fax server that receives faxes, converts them to PDFs, and emails them to our receptionist who sorts and files them, along with a document scanner to do the same with hard copies that come in the mail. These, of course, all go to the non-graphic data area.

Hope this helps,

Michael Evans
Togawa Smith Martin Residential, Inc.

[abdulhuck]

In most of the companies I have worked, we have a dedicated volume for CAD files (\\servername\cadprojects). This is mapped to a drive letter. Under this drive, the files are managed project wise. So the project numbers are the main folders, the disciplinecome under the main folders. Then discipline specific sub folders. For example

Y:\ProjectNo\Electrical\SchematicDiagrams\Rev-A

Revision control is very important for us. Once the document is issued to the client, then it is frozen, any upcoming changes will be done in the next revision. Also, access control between each department depends on the company policy and nature of work. If one department isusing drawings as xref from another department, read only access can be provided. Latest files are identified by the revision number. Only last superceded revision need to be kept in the CAD drive. Others can be moved to any archive volume in the network. Superceded drawings can be zipped or made read-only in order to prevent accidental modifications.

Regards

Abdul Huck

[Avatart]

We are a multi-disciplinary Building Design company (we do the Architecture, Structures, Services, Civils, etc.), so we have to have a very detailed folder structure for our projects.

Everything relating to one project gets filed in our system. We also use a Document Control program called "Columbus", which is free.

See attached text file for details of our folder structure.

[Takuwind]

It sounds to me that the technical side of your problem will be the easy part. And you have several great idea already posted to start with.
The management side of your problem will be the real hurdle. As you say, there is quite a bit of inertia to overcome. I would start by realizing that the only way you will make this happen is to make it seem like it was not really your idea in the first place. Start walking around and chatting up key people about the state of the files (I am sure you are already doing this). Then the key will be to assemble a SMALL group of people to represent each department and have THEM flesh out a folder structure that works. I know that is the scary part, but you will be there to "facilitate" and you will place several examples before them that you will like - which will hopefully guide them in the right direction. Once you feel they are heding in the right direction, you will want to quiz each member about what their needs are and if they have what they need in the folder structure and that there is sufficient room to grow.
Finally, you will just need to step back and hope they get 75% of the way to what you wanted. That would be a real success! And in a company your size, I think it would be unrealistic to get exactly what YOU want out of it.
The great thing about this is that when it is done, everyone feels like it is THEIR folder structure, and they are invested in maintaining it and taking ownership.

I hope this will help a bit - I have been thru this and it is tough, but very worth it.

Good Luck!

[robert.1.hall72202]

The company I work for has been combined with another company.
I know that a company wide file system is going to happen eventually.
I fear the integration of existing data files.
There is a tremendous amount of work that goes into changing
the way all drawing numbers and/or file names have been assigned.

I have been through 1 change in my career and it took about 5 years of
spare time to slowly integrate old files. It ended up being grunt work during
slow months.

[Ed Jobe]

If you are thinking about Vault, the question of where things go is done for you...everything goes in the vault. With any dms, the dms manages the files and user access/rights are configurable. You make it work the way you do. Although, Vault is free with Inventor and subscription, I didn't like its interface. You might want to look at Adept. There's some good information in general on choosing a dms. View the recorded webcasts as well.

[Phil Ferguson]

If you are thinking about Vault, the question of where things go is done for you...everything goes in the vault. With any dms, the dms manages the files and user access/rights are configurable. You make it work the way you do. Although, Vault is free with Inventor and subscription, I didn't like its interface. You might want to look at Adept. There's some good information in general on choosing a dms. View the recorded webcasts as well.

I'm glad you brought up Vault, Ed. We're in the beginning stages of aligning CAD Standards across multiple offices in preparation for implementing Civil 3D. One of the many items we have been looking into standardizing is project folder hierarchy. If I understand correctly, any data that is stored outside the data store (vault) is kept in a "working folder" that can be on a network share...Is this correct? The decision to implement Vault may have a minor effect on this folder structure but I believe that, for the time being, we're going to leave Vault out of the mix. In your experience, does this seem like a mistake?

I'm not completely sold on Vault. As a matter of fact, I'm leaning away from it for now. I would rather implement design software and train users in it's use for design and production. Once users are comfortable with it's functionality, then I'd perhaps like to introduce Vault (or some other data management solution).

I'm also concerned with the trend to introduce functionality in Civil 3D that relies on the use of Vault. What type of issues come into play when you introduce a different data management solution (than Vault)?

[Ed Jobe]

First, I havn't used civil software, although another group here has it. We have had a dms here for probably the last 10 years. We used to have AutoManager, but now Adept. They are rather easy to use and assist your job, not get in the way of it. I train users in a hour. Adept uses a vault technology too. What that means is that your dwgs/files are on a network server that is not accessible to the user. The software is a database that stores information about files and their relationships and whatever other data you need, e.g. customer/project data. If a user needs a file, the software checks it out and gives them a copy in their work area. The original stays safe. When they are done, it is checked back in, moving the original to a revision folder. The purpose of a dms is to make it easier to find what you need while securing you data from various means of data loss. How you implement a dms is flexible and up to you, but should be well-planned. If you already have an existing structure, it makes it easier to import your files. It sounds like you need to pace youself so that you (or your users) don't take on too much. That's wise. Some disciplines don't need a dms. AEC firms seem to do well with ADT's project manager. They typically don't edit much once a project is done. If you have a lot of files that you revise, or just simply need anyone (non-drafters) to be able to quickly locate them, then a dms could be valuable to you.