CEMDC - Construction Engineering Management Document Control
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About Technical Documents

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Technical Document Title Blocks

The information to be provided within the Title Block of a Technical Document shall include:

  • The Title of the of the Job or Project (up to 80 characters).
  • The Originators Job or Project No (up to 15 characters)
  • The Title of the Document (up to 80 characters).
  • The Document Number (up to 15 characters). It is recommended that:
    • The number be as short as possible to reduce the likelihood of errors.
    • The number does NOT include the Job No.
    • The number does NOT include any miscellaneous information.
    • The number is made up of only of letters, numbers, dashes and underscores.
  • The Revision of the Document (up to 3 characters). It is recommended that:
    • Information on previous revisions is retained in the document.
    • The date the revision was made (as opposed to issued).
    • A brief description of the revision (up to 80 characters).
  • The Work Packages, Zones, Levels, Areas or other delineations for which the document is applicable.

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Technical Document Referencing and Revision Numbering

The suggested method is that each Design Team member should be given a simple code, and use a sequential drawing number of four digits. That allows each member ten thousand documents (0000-9999).

Thus one might have as follows:

  • Design Team Member: A Firm who creates documents
  • The name code might be AAA-DC [Document Control at AAA]
  • The first document might be Number 1000
  • Title might be: "Design Team Member AAA's First Document".

The Revision number of a document should be in ASCII sequential order, that is 0 to 9 followed by A to Z The Revision number of a document should:

  • be consistently of one or two characters. It is noted that:
    • 11 comes after 1 but before 2
    • 11 comes after 01 and after 02
  • be made up of only of letters or numbers
  • the initial revision be given a revision number e.g. 00

The Revision number should not include information relating to the Stage or Status which the document has been accorded by the Originator as this is mostly irrelevant to the recipient.

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Electronic Documents & File Naming Convention

When an electronic document is despatched from one party to another, it is preferable that:

  • It's name is unique not only to the originator and or sender but also to the recipients, and thus includes within its structure:
    • The identity of the originator and or the originators JobNo
    • The document number
    • The revision number
    • Underscores should be used to separate the components making up the file name viz: TDP_01TDOC_DOC01_12
      • Originator (Maker): TDP and their Job No: 01TDOC
      • Document: DOC01
      • Revision: 12
    • Spaces and other unfriendly characters such as "\" or "/" should NOT be used
    • The total length of the file name should not exceed 32 characters. This enables PDF generation using Ghost Script.
  • It is in a format that is independent of the software within which it was created, or the device on which it was generated. It is STRONGLY recommended that the PDF format is used.

The suggested convention is that each electronic file be given a unique reference. Confusion will surely arise when more than party creates a document called "001.pdf" which identifies neither the source of the document nor its revision.

Using the example above:

AAA_DC's Document No 1000 at Revision 00 should be named: AAA-DC_1000_00.pdf

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Documents should not be transmitted except in a controlled manner. When a document is issued it should be for a specific reason which is one in common use on the project. When a document is returned after review or comment, then it should be accorded a specific status which is one in common use on the project.

Lists of acceptable categories should be issued to anyone who either issues or returns documents.

Codes should NOT be used to describe either reason for issue or the status. Words are preferable and easier to read.

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Transmittal Notes - Movement of Documents

When documents are moved viz issued by one party to another or returned by the recipient, then the action should be under cover of a transmittal note and include the following information:

  • Unique identity for the transmittal document
  • Name of the Issuer or Returner
  • Date the transmittal was despatched
  • Contents of the transmittal identifying (as a minimum) for each document:
    • Its title, number, and revision
    • The reason for its issue, or the status accorded.
    • The format of the document (paper or electronic format)
  • Whether acknowledgement of receipt is required
  • The time scale for return or revision and re-issue (in accordance with any contract requirements)

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