autocad tutorial tip - Track Files Two Ways

autocad tutorial tip
Arshad Mirza describes the system used at his workplace   to keep tabs on the latest files and track revisions.

"In my  office, we use Microsoft Excel to manage our files under a construction drawings record-keeping system. We track our drawings in two ways: with a  hard copy and in a list. Our digital files are saved on our networks in  the following named folders:

1. Original Drawings: The original  signed drawings are kept in this folder, along with a forwarding letter.
2.  Current Drawings: The current drawings for the respective structure are  filed here for easy access to their updated status.
3. Old Index  Drawings: All of the old files for the respective structure are kept in  this folder, after exclusion from current drawings and due to revision.

We also keep a list of drawings in a Microsoft Excel file. The  drawing list contains the following information:

The list is updated regularly after  the next notification of drawings, and its hard copy is inserted in  items 1 and 2 accordingly."

Notes from Cadalyst Tip  Patrol: Arshad's method of tracking files depends on the users adding the new data to the spreadsheet and making a hard copy of the  drawing. Once that's done, anyone can find the drawings, and they know  what was issued when. It also creates an archival system of submitted  drawings, which is equally important. How many times have you wondered  what your client was sent? There are many different techniques that can be used to track files. Determine what information you will need —  during the lifetime of the project and after — and make it so that  anyone can find a file, regardless if they worked on the project or not.