Drafting for the Theatre

15. Keeping Track of All Those Files

173 15.1 The Reason for Drawing and File Management To maximize the efficient creation, storage, and plotting of CAD drawings, each drafter should abide by and each organization should establish standards that support universal exchange of information. While it may be relatively easy enough to convert some basic things when drawings are shared, like English units of measurement into metric, it is not so easy to manipulate information when a wide variety of individualistic touches have been embedded in a drawing. In other words, the quality of any drawing that is to be shared significantly affects each subsequent user. The collaborative production process is completely dependent on the accurate sharing of information , so establishing a electronic file management program is essential. This chapter is devoted to the creation of a sample code of in-house standards and is offered as an example of the necessary management standards that each institution or individual should have in place to establish an orderly file storage and exchange protocol (summarized in fig. 15.1). Effective management of drawing files enables the drawings to be readily exchanged and shared by staff members and supports the retrieval of archival materials. 15.2 What to Include in a CAD Management Standard The following drawing management issues should be addressed and standards established in response to the level of control required, within every theatrical organization. 15. Keeping Track of All Those Files 15.1 CAD file management concerns File names Use prescribed organization standard Sheet Numbers Indicate category and sheet order Dimensions Include datum reference markers Layer standards Include layer names, colors, linetypes, and thicknesses Hatch patterns Include standard office library and required scale factors Line widths Note whether drawing or plotter driven Text Include font types, styles, and sizes Standard symbols Library of office accepted symbols External References Library of stock detail drawings and symbols Backups Decide how many and where they are stored Menu Systems Cite specifically created menu systems CAD Operational Procedures Prescribe a flow diagram for office drawing review (approval sequence) and the creation and naming of new symbols Plotting Specifications Establish standard sizes and retention Revision standards Establish protocol to record revisions Fig. 15.1_updated Dec 8 2011 174 In addition to the file management requirements of a production process, even more critical is starting with accurate, up-to-date information in the form of base drawings. Every theatre facility should develop base drawings that are accurate and contain as many details about the facility as possible. Because of CAD’s layering ability and the option to turn layers on and off, working off even the most complex baseline drawings is possible. 15.3 File Names Although many like to be creative in devising file names, often this instinct can lead to lost drawings and nonsequential drawing packages. For the efficiency of the drafter and other file users, a uniform system that utilizes short, standardized names that are both simple to employ and understand is required. The software application used to create a drawing will add a file extension describing the file type to every file name. For AutoCAD drawings, the file extension is .dwg. All drawing files should reside in a folder named for the production (in our sample, Fire, short for Fire in the Basement) that in turn contains separate folders for each participating discipline. Examples are given below, with complete or partial file names italicized: D set design drawings S shop [technical] drawings L lighting design drawings A audio & sound design drawings C costume drawings R shared research The system shown below is just one way of creating a sequence of file names: Recommended Standard: Show Name _ Discipline _ Sheet number For example: FireD1.dwg = Fire in the Basement, Set design drawing, Sheet 1 Commercial scenic studios and stage lighting business operations require careful records of client billing information and labor hours. Below are two examples of file names that might be used for such purposes, 1109D5.dwg = year is 2011, project #09, the discipline (set design), the drawing number 1109D5MWS.dwg = the same sequence as above with the addition of the drafters initials Most drawings undergo revisions. Some revisions correct errors, while others provide additional information. To assure that all personnel are able to identify the most recent version of a particular drawing, rename the revised file and attach the revision date. For example: FireD1_Sept29.dwg or 1109D5Sept29.dwg. 15.4 Drawing Sheet Numbers File naming systems may also have standard numbering sequences. Each will vary depending upon...