Topic: saving of released files, please help

[mikeg]

The company I work for is looking to standardize the process for archiving (or saving) released sets of drawings. We have 3 main offices, and sometimes what happens is that we get a drawing for one of the managers to review. The manager signs off on it, then a week later we get the same drawing with a revision that looks totally different. The old drawing that was released is by now gone and there is no digital backup that we can trust to be exactly the same as the previous release. So we need to standardize a procedure for this so that it is done correctly and simply.

I am looking to see what other medium size companies are doing in this regard, for instance what file format are you using are you saving a pdf, tiff or whatever? We are using Land Desktop mostly and I have read that .DWF is a pain with LDD.  What software are you using to do it? Some of the things that we are looking to do when saving the releases are.

1.)   Release Control.

2.)   Other Companies need to be able to open the files some not having AutoCad.

3.)   All of the Drawings need to be contained into 1 file. Even if the cover and details or whatever are separate here they need to be able to be put into just 1 file to make it easier for others.

4.)   (not as important) The managers need a way to sign off on the drawing without actually changing anything else accidentally.

Any advice you can offer would be appreciated!

[Keith™]

PDF would seem to be the way to go for this ... you can have multiple pages in the PDF, the pages can be marked up, and they can be viewed by anyone with a free reader. You can also digitally sign them to assure the recipient that they are not changed from the original.

[mikeg]

Thanks for the reply, we have tried .pdf's using bluebeam and are not always sucessful, at time some users get a black box around masked areas. Using the newest release, I havent had any problems. What does everyone think of .dwf formats are they hard to set up in 2006?

[Bob Garner]

We use a file transfer site to store the latest drawing releases.  Our various offices can then access the latest drawings.  This, however, requires everyone to have AutoCAD, which is O.K. for us.  Our cad manager controls the file transfer site so drawings are not revised without authorization.  When drawings are considered final (or at certain stages), the transfer site is locked so you can download the drawings but not save them to the transfer site.  New transfer sites are established for new drawing issues.  If need be, a transfer site is set up with the drawings in pdf format for non-cadd personnel.

This system works well for us but requires a GOOD cad manager.

[quamper]

It kinda sounds like you are trying to combine too many processes into one step/process..

The problems of single file vs. approval/released copy need to be addressed separately.

To achieve your single file requirement about the only realistic method is PDF, if PDF doesn't work for you thats a different issue(have you tried other pdf output methods?). DWF is great if everything is Autocad and your clients are willing to install/use DWF software.

There are tons of software packages that simplify the steps somewhat and manage the process of revision control for you.  However, here's a sample Process that doesn't use software specifically but you could follow that might achieve what you are looking for:

Initial Approval Process

• You submit final copy for Managers Review
• Manager Saves File(s) into a "Reviewed Folder" (using folder permissions setup read-only for all, write(not change) for manager).
• Manager directs responsible person to Publish Current Version to Clients (if publication location needs to be different than Reviewed Folder Location)

Revision Process

• Copy released version into a working directory and make modifications
• Change file name to reflect new revision # or date or whatever indicator
• Submit to Manager for Review same as above

Like other things, if people don't follow the process it doesn't work. But it's a simple work flow you can follow and add whatever tech into the process to simplify it for you as need be. (for instance: email notification of new files placed in select folders, link reviewed folder to ftp folder, etc...)

[mikeg]

Thank you all for the help, this is all helpful information!