3 Tips for Better CAD Document Management

In the world of computer-aided design (CAD), effective document management is crucial for ensuring efficiency, accuracy, and collaboration within teams. Whether you are in the construction or manufacturing industry, it can be hard to manage the increasing number of CAD documents as the number of projects or products grows. Having a good CAD document management system can help you find your files faster, work better as a team, and reduce the chances of mistakes. I will outline three key tips for achieving superior CAD document management: establishing file naming conventions, maintaining consistent folder structures, and investing in software systems that provide automated workflow tools.

Tip 1: File Naming Conventions

One of the simplest yet most effective ways to manage CAD documents is to implement clear and consistent file naming conventions. This practice helps in easily identifying and retrieving files, reducing errors, and enhancing collaboration.

In general, it is recommended to create a code to store as the file name. This can help you identify a file and understand what the file contents are just by looking at the file name.

ISO Standards

Adopting ISO standards for file naming can provide a universal framework that ensures consistency and comprehensibility across different teams and organizations. ISO standards such as:

• ISO 7200, which covers technical product documentation, can serve as a reference for creating a systematic naming protocol.
• ISO 13567, which covers CAD file layers and component naming.
• ISO 19650, which covers building information modeling (BIM) information management best practices, including how to name files and folders.

Part Numbers

Using part numbers as the file name can help identify your files using unique codes.

Using intelligent part numbers in file names can help you find files faster. Intelligent part numbers are codes that convey specific information about the part, such as type, size, and material.

Descriptive Part Numbers:

• Format: AA-BBB-CCCC
  • AA: Category or type of part
  • BBB: Material or size
  • CCCC: Sequential or unique identifier
• Example:
  • MH-125-0021
    • MH: Mechanical Hardware
    • 125: 125mm in size
    • 0021: Unique part identifier

Hierarchical Part Numbers:

• Format: XXX-YY-ZZZ
  • XXX: Major assembly or system
  • YY: Sub-assembly
  • ZZZ: Individual part or component
• Example:
  • ELE-05-012
    • ELE: Electrical System
    • 05: Wiring Harness
    • 012: Specific connector

Function-Based Part Numbers:

• Format: FFF-LL-NNN
  • FFF: Function of the part
  • LL: Location or section
  • NNN: Sequential or unique identifier
• Example:
  • MTR-EN-045
    • MTR: Motor
    • EN: Engine compartment
    • 045: Unique part number

The alternative is to use non-intelligent part numbers. Some examples include:

• Simple 7 digit incremental: 1000001, 1000002, 1000003, etc.
• Random unique AB123456: A mix of letters and numbers that doesn't reveal any information about the part's characteristics.
• Super universal unique ID. If you are worried about duplication, you could consider a universal unique ID called a Guid. These IDs are considered non-duplicated around the world. You can create a Guid using online tools, such as: https://www.uuidgenerator.net/guid

Tip 2: Consistent Folder Structures

A well-organized folder structure is fundamental to efficient document management. Consistency in how files are stored and categorized helps in maintaining order and ensuring that documents are easily accessible.

By State

Organizing folders by the state of the document is a practical approach. Common states include:

• WIP (Work in Progress): Files that are currently being worked on.
• Under Review: Files that are being reviewed and are pending approval.
• Released: Finalized and approved files that are ready for use.

By Types

Another approach is to organize folders by the type of document. This can include categories such as:

• Drawings
• Assemblies
• Parts
• Specifications
• Reports

Tip 3: Invest in Tools

Investing in robust CAD document management software can greatly enhance the efficiency and reliability of your document management process. Some of the initial functions that a CAD document management tool can provide include storing information outside of the actual file with metadata, version control, and user permissions.

Store Information Outside of the File like Metadata

Advanced software allows you to store metadata (e.g., author, creation date, revision history) outside the actual CAD files. You can attach labels to documents so that you can organize your files better and view key information about the design without having to open it. We all know how notoriously long it takes for our CAD application to open.

Version Control

Effective version control is critical for managing changes and ensuring that the most current version of a document is always available. This feature helps in tracking revisions and maintaining an audit trail.

This can help teams avoid rework if you have to go back to a previous change.

User Permission Control

Implementing user permission controls ensures that only authorized personnel can access or modify files. This security measure protects sensitive information and maintains document integrity.

This helps you control who can do what with some of your most important engineering documents.

Scalability vs inhouse tools

Investing in an out of the box software can be a better choice long term vs building something inhouse. We often underestimate the amount of time it actually takes to develop and maintain in-house tools. A tool that comes out of the box can be a better choice for teams as they grow and their needs become more complex.

Conclusion

Superior CAD document management is essential for maintaining order, efficiency, and collaboration in your projects. By implementing clear file naming conventions, maintaining consistent folder structures, and investing in advanced software systems, you can significantly enhance your document management practices. These tips will not only improve your current processes but also provide a scalable framework that can adapt to future needs. What do you think? Have any tips that your team uses?