RD3.9 Handling Documents

Lawrence Berkeley Lawrence Berkeley National Laboratory
Facilities Division - Design & Construction
HANDLING OF DRAWINGS
A.
DEFINITIONS
DRAWINGS .......................... are graphic information with annotating notes organized on a
sheet and used to convey a specific scope of work or to
record a specific built condition. Historically, "Drawings"
included original pen or pencil tracings, reproducibles, and
original pen or pencil drawings on translucent material from
which prints could be made.
Facilities utilizes CAD
(Computer Aided Design) software to create drawings and
EFM (Electronic File Management) software to file and track
both manually created and CAD created drawings. Specifics
on CAD and EFM systems and procedures are described in
the Facilities CAD Standards and Procedures Manual
(RD3.26)
Types of Drawings are:
ORIGINAL............................ drawings are hard copy plots of CAD drawings or manually
produced drawings on any medium that are wet stamped
and signed by the design professional, wet signed for quality
assurance by the checking design professional, and wet
signed for approval by the discipline chief.
ISSUED................................ drawings are originals that have been wet stamped and
signed by the designing architect/engineer, reviewed,
checked, approved and officially released as completed
documents for estimating, bidding, construction, and/or to
document an existing or as-built condition.
PROJECT ............................. drawings are for a specific scope of work (the project).
PROGRESS........................... drawings are prints of incomplete Project Drawings
distributed prior to an official issue for review, information or
budget checking purposes.
TITLE 1 100%...................... drawings are Project Drawings that describe the complete
design intent of a specific scope of work. These are issued
for informational purposes and are not entered into the
Document Control system, are not assigned a Drawing
Number, and are filed in the Project File.
TITLE 2 100%...................... drawings are completed Project Drawings
estimating, bidding and/or construction.
issued
for
PART 4 RESOURCE DOCUMENTS

DRAWING MANAGMENT PAGE 1
FEBRUARY 2006

CONFORMED ....................... drawings are completed Project Drawings issued for

construction which have been conformed to incorporate
clarifications and/or changes stemming from addenda and/or
requests for clarifications during the estimating and/or
bidding process.
Conformed drawings are usually
designated Revision A. Conformed drawings are considered
Title 2 100%.
TITLE 3 100%...................... drawings are Project Drawings issued during the construction
phase of the project for estimating, bidding and/or
construction.
These can be new drawings or revised
previous issue drawings. See REVISED and SKETCH
below.
REVISED.............................. drawings are Project Drawings that have been altered to
clarify or change the scope of work and are issued during
the course of Title 3 to reflect a change in the project scope
made during construction. All revisions made prior to Title 2
100% are not official and are considered progress revisions
and may be tracked using numbers (tracking of Title 2
revisions is optional). All revised drawings issued after
receipt of bids/estimate and during Title 3 are official
documents and are to be tracked using revision letters. All
official issue revised drawings are Title 3 100% drawings.
SKETCH ............................... drawings (also SK drawings) are supplemental drawings of
limited scope created to clarify or illustrate a specific design
intent. Generally issued during preliminary design (pre- or
early Title 1) or during Construction (Title 3). Title 3 issued
sketch drawings are filed in the Project File and are
incorporated into the As-Built drawings at the close of the
Project. See E.1.c. below.
AS-BUILT............................. drawings are revised Project Drawings corrected to record
the actual constructed project conditions at completion of
Title 3.
STUDY................................. drawings are Project Drawings created prior to Title 1 100%.
If a project does not proceed to Title 2, study drawings can
be filed as B drawings and given a Document Number.
CDR (Conceptual Design Report) drawings are to be filed as
study drawings and assigned a drawing number on
completion of the CDR.

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LIVING ................................ drawings are drawings that are regularly revised to

document the actual field conditions. Living Drawings
incorporate information from other drawings and/or field
surveys to maintain a current and accurate representation of
a building or site condition.
EXISTING CONDITION
SOURCE (ECS) .....................drawings are Living Drawings that collect information from
As-Built Drawings into a single source of graphic information
for a specific facility and/or system. ECS drawings are
regularly updated to prove a record of the actual field
conditions. Examples of this type of drawing are Keyplans,
Quadrant Maps, Utility Maps, and Fire Alarm Panel Diagrams.
See Existing Condition Source Files (see RD3.26 Section 10)
for more information.
other terms relevant to handling of drawings:
ACTIVE PROJECT ................. is a project that is in progress and has not been closed out.
INACTIVE PROJECT.............. is a project that is completed and has been closed out or a
project that has been terminated prior to completion.
PRINTS................................ are copies or reproductions of a CAD or manual original.
Usually prints are a progress copy issued for review
purposes. Such prints distributed for review shall be clearly
marked "ISSUED FOR REVIEW". Prints of drawings needed
for bidding, construction, or other outside distribution shall
be made only of approved and signed original drawings that
are marked "ISSUED FOR BID" or "ISSUED FOR
CONSTRUCTION".
ELECTRONIC FILES .............. are CAD files or scanned image files usually in .GIF or .TIF
format for viewing on a variety of graphics viewers
DRAWING NUMBER .............. is a unique serial number assigned to every issued drawing
for tracking and identification purposes. See section B
below.
SHEET NUMBER ................... is a number used to identify a sheet in a set of Project
Drawings.
A-SIZE................................. No. 1 size drawing - 8 x 11
B-SIZE................................. No. 2 size drawing - 11 x 17
D-SIZE................................. No. 4 size drawing - 22 x 34
E-SIZE ................................. No. 5 size drawing - 34 x 44

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LARGE-SIZE ......................... No. 6 size drawing - larger than 44 in any direction

AMWF ................................. AutoManager WorkFlow EFM software
EFM..................................... Electronic File Management
B.
C.
DRAWING NUMBERS
1.
All official issued drawings are to have a unique drawing number. Historically,
drawings were assigned drawing numbers by manually entering information into a
log book called the Drawing Index. All manual log entries have been entered into
an electronic database file called the Main Drawing Index (See D below).
2.
The prime function of the numbering system is to identify and locate all drawings
in the department, and to facilitate access for reference or retrieval.
3.
All correspondence referencing a drawing should include the drawing number

(including revision letter and date of revision) and the drawing title.
ASSIGNMENT OF DRAWING NUMBER

1.
Project team members create electronic file cards for all issued drawings using
Facilities EFM software: AutoManager WorkFlow (see RD3.26 Section 9). Making a
card will create a new drawing number which is added to the title block of the
drawing before it is issued.
2.
Drawing numbers for Project Drawings are created at Title 2 100% (issued for bid
and issued for construction/work order) and at T3 100% (new drawings issued for
bid or construction/work order during the construction phase). Conformed
drawings issued for construction and revised drawings issued for bid or
construction/work order during the construction phase are to have the same serial
number with the appropriate revision letter appended to the end.
3.
New drawing numbers are to be assigned at the following milestones:

a.
Project Drawings:
Completion of Title 2 (Issued for Bid or Construction)

During Title 3 (new drawings)
Completion of Title 3 (As-builts)
4.
b.
Studies & CDRs:
Final Issue of Study or CDR.
c.
Living Drawings:
On initial issue of drawing as accurate document.
Revision letters are appended to existing drawing numbers at the following

milestones:
a.
Project Drawings:
During Title 3 (revised/reissued drawings)

Completion of Title 3 (As-builts)

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D.
b.
Studies & CDRs:
Revised Issue of Study or CDR changed from a

previous official issue.
c.
Living Drawings:
Every time the document is updated and reissued.
5.
The creator of the drawing is responsible for obtaining the correct drawing number.
AMWF automatically assigns the next available serial number with the correct
document size, origin and type prefix. If a drawing number is obtained in error,
the CAD Coordinator must be notified immediately in order to reset the building
drawing counter file and delete the incorrect card. DELETING A CARD DOES NOT
AUTOMATICALLY RESET THE COUNTER FILE, ONLY THE CAD COORDINATOR CAN
RESET THESE FILES.
6.
Outside A/Es are to provide a complete list of drawings with their Title 2 90%
submittal. The Technical Coordinator for the project is responsible for providing
document numbers and collecting document numbers from the rest of the Design
Team. Design Team members for each discipline create AMWF cards for each
drawing and provide drawing numbers to the TC. The TC collects and submits a
list of drawing numbers to the Project Manager to return to the A/E.
MAIN DRAWING INDEX

The Main Drawing Index (MDI) is a database containing all issued Facilities Department
drawings. This database is located on the Facilities Novell Server (FACNOV1) at
\\Facnov2\MACDATA\Facilities Server_90\A & E\Facilities Drawing Index and is a FileMaker
Pro database file named Main Drawing Index".
1.
The maintenance of the Main Drawing Index is done by the Document Controller
(DC) and is performed by the Archives and Records Office of the LBNL Technical &
Electronic Information Dept. (TEID).
2.
The MDI contains the following information on each drawing:

Drawing Number, Drawing Title, Building Number, Drawn By, Drawn Date, and
Drawing Status.
a.
Drawing Status is one of the following:

Blank =
Same as Aperture status. Data was entered prior to

addition of status field. Most of these are old manual
drawings and have been scanned to TIFF format.

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3.
4.
E.
Aperture =
Drawing has been micro-filmed by LBNL Archives & Records

and the original aperture card sent to the National Archives
and Records Administration's (NARA's) Pacific Region (San
Francisco) Records Services Facility in San Bruno (known as
RSF), aperture card copies have been filed at M&O and at
the Facilities Central Drawing files, and the original drawing
has been filed in the Facilities Central Drawing Files. The
aperture card has not been scanned to .TIF format.
Archive =
Drawing has been micro-filmed by LBNL Archives & Records

and the original aperture card sent RSF, aperture card
copies have been filed at M&O and at the Facilities Central
Drawing files, and the original drawing has been archived at
the RSF.
Entered =
Drawing number entered into database and original as-built

drawing waiting in separate filing drawer to be sent to
vendor for microfilming.
Pending =
Original as-built
microfilming.
Missing =
Drawing does not exist on site or at the RSF and there is no

microfilm version.
Obsolete =
Drawing is no longer relevant and has been removed from

Facilities Central Drawing Files and destroyed. There may
or may not be an aperture card and/or TIFF file.
drawing
with
microfilm
vendor
for
All drawings are to be entered into the Main Drawing Index when issued. The
Technical Coordinator will copy the DC with the list of the project drawings sent to
the PM so that all their title block information for entering into the MDI on issuance
of the drawings.
a.
Title 2 100% - Issued for bid, estimate, and/or construction.
b.
Title 2 Conformed - When issued for construction.
c.
Title 3 100% Revisions - When issued for bid, estimate and/or construction.
d.
As-built Record drawings when project is completed and closed out.
The DC will periodically check the AMWF database for recently issued Title 2 and
Title 3 drawings and update the MDI as required.
LOCATION OF DRAWINGS
1.
Project Drawings are kept in the Facilities Central Drawing Files once they have
been assigned a number and issued. Originals are filed flat in drawers as follows
(see figure RD3.9.1 for schematic arrangement of file drawers):

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a.
b.
Active Project Drawings:

i.
Issued drawings are kept in the Active Project flat files in the
Facilities Central Drawing Files.
ii.
Files are organized by building number and project number. Each

project is in a separate folder with the project number and title
indicated on the left front edge.
iii.
The Project Manager is responsible for maintaining the Active

Project flat files and for obtaining new and updated drawings from
Design Team members. DT members are to provide all original
issued drawings to the Project Manager. Originals are not to be
kept in individual work areas. DT members are to make copies for
their own reference or check out drawings from the Active Project
flat files using a Drawing Sign-Out card.
iv.
Only official issues of the project drawings are in the Active Project
flat files. These include T2 100%, T2 Conformed, and T3 Revisions.
v.
Progress drawings issued for review may be filed in the project file
at the discretion of the Project Manager.
Completed Project Drawings (As-Built Drawings):

i.
At completion of a project, all project drawings are to be filed as

outlined in DMPM Section 10. Original T2 100%, Conformed and T3
Revision issue drawings are to be filed in the project file and are not
to be placed in the Facilities Central Drawing Files.
A.
T2 and T3 originals are to be rolled in complete sets and

given to the Facilities Document Controller for archiving
along with the project files. DC tubes drawings, provides
correct labeling and forms and accessions project files and
drawings with the RSF.
ii.
Only As-Built drawings are to be archived and transferred to the

Facilities Central Drawing Files drawers following the as-built
archiving process described in section F. below.
iii.
All comprehensive and standards drawings ("00D", "00Q", "00R",

"00U" and "ST") are filed in separate drawers from project as-builts.
iv.
Drawings are filed alphabetically and numerically from back to front

in letter file cabinets, or bottom to top in flat file cabinets (the latest
on top).
v.
Drawings numbered under the older drawing number systems will

be segregated from the present system and filed in separate
drawers for each system.

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vi.
c.
New building (N) drawings are to be filed in separate drawers by

building and arranged by original project drawing sets in numerically
ascending building order.
Sketches (SK Drawings):

i.
Sketches are miscellaneous clarification drawings and do not need

to be assigned individual drawing numbers as they are tracked and
filed with the project files. SK drawings are usually made during T3
to provide additional detail on a specific scope of work and are
incorporated into the As-built set at completion of the project.
ii.
It is the responsibility of the Design Team members to keep track

and catalog the SK drawings they create. SK drawings are to be
issued to the Project Manager for distribution to others and for
inclusion in the project files.
iii.
Sketches are to be assigned a SK (sketch) number as follows:

SK-BBB-DNNN where BBB = Bldg No, D = Discipline & NNN = #
The number is just a sequential number starting w/ 001.
Examples: SK-70-M003, SK-908-A013
2.
3.
F.
ii.
Sketches are to be on A or B sized, title blocked sheets (see

RD4.16A & B) with the project name and number. (If a drawing is
D size, it should be issued as a revision addition to the project
drawing set, assigned a sheet number and issued a drawing
number.)
iii.
Each Design Team Member is responsible for maintaining a log of

SK drawings and keeping track of numbering. See RD4.27 for SK
Drawing Log.
Aperture Cards are kept in the Facilities Central Drawing Files once they have been
received from Archives & Records.
a.
Original aperture cards are sent out for scanning to TIF format and then
returned to the RSF.
b.
Two duplicate aperture cards are filed with Facilites:

i.
In the aperture file cabinet in the Facilities Central Drawing Files

area.
ii.
At M&O aperture file cabinet for use by the crafts and PMTs.
Electronic CAD files: see RD3.26 Section 9 for filing of electronic CAD files.
ARCHIVING ORIGINAL ASBUILT DRAWINGS

FEBRUARY 2006

1.
At completion of the project all drawings are to be corrected for as-built conditions
and identified as as-built drawings.
If no change to a drawing are needed to document as-built conditions, the existing
card status is changed to AS-BUILT and the drawing number remains the same
without any change to the revision level. The original issued drawing is stamped
AS-BUILT with the date (see RD4.28) and is given to the Document Controller
(DC) for archiving by placing it on the Facilities Central Drawing Files To-Be-Filed
table.
If changes have occurred, the corrected drawing file is given the next level revision
titled As-built Conditions, plotted and a stamped/signed original is given to DC for
archiving by placing it on the Facilities Central Drawing Files To-Be-Filed table.
G.
2.
DC checks document number and, if new (including a new revision of an existing

document number), enters it into the Main Drawing Index (MDI). Status is
indicated as "Entered". All other relevant information is entered into the MDI
including the document number, project number, project title, drawing title, name
of creator (drawn by) and date.
3.
DC keeps all newly archived drawings together in the To Be Microfilmed drawers

and, when at least 100 drawings have collected, forwards them along with an
itemized list (print out from Database with Find on Status = Entered) to LBNL
Archives and Records (A&R) for microfilming.
4.
A&R sends original drawings out to vendor (FileTrac) for a Silver Halide master
card and two sets of diazo card copies. On return, A&R sends the original
drawings, the Silver Halide master cards and one copy of diazo cards back to
Facilities DC and files the remaining diazo card copy with Facilities M & O.
5.
DC logs returned drawings in and changes status to "Aperture" in the MDI.

Original drawings are filed in the appropriate size flat file per E.1.b. above. Diazo
card copies are filed in card drawers per E.2 above.
6.
Silver Halide master cards are sent to vendor (Crowley Micrographics) for scanning
to .TIF format. On return, DC sends Silver Halide master cards back to A&R for
forwarding to RSF.
7.
DC adds .TIF images search database on www linked server and changes the
status on MDI to On Site.
USE OF ARCHIVED ORIGINAL ASBUILT DRAWINGS

1.
H.
When drawings are taken from the files they will be signed for on a Drawing SignOut card, noting the number of the drawing, name of the borrower, and the date
borrowed. A Drawing Sign-Out card is located in each flat file drawer.
COPIES

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1.
Copies can be made from any drawing original or CAD file. When distributing
official copies of issed drawings for contract or construction purposes, copies must
be made in the print room from the original drawing. DO NOT PLOT COPIES FROM
CAD FILES as these will not include wet stamps and checked/reviewed signatures.
Informational copies can be plotted from CAD files for design team members use
or to provide as a reference to others. All such copies are to be stamped or
watermarked FOR REFERENCE ONLY.
2.
Copies of Facilities Department drawings for bidding, construction, or other outside

distribution shall only be made from stamped/signed, checked and approved
original drawings. Drawings not approved or not completed may be distributed, but
should shall be stamped "PROGRESS DRAWING, NOT FOR CONSTRUCTION" above
the title block.
3.
Reproducibles as originals:
When a reproducible is made for the purpose of revising the drawings, the drawing
number of the original should be placed above the title block prefaced by
"Reference Drawing:", and the reproducible assigned a new number.
4.
I.
Reductions and half size sets as originals:

a.
Reductions of certain drawings can be used as originals under special

circumstances.
b.
When a reduction is filed, the drawing number of the original should be

placed above the title block prefaced by "Reference Drawing:", and the
reduction assigned a new number assigned to the .
c.
If a half-size set is used as an original, it shal maintain the original drawing

number but be clearly labeled HALF SIZE on every sheet in the set.
OBSOLETE, REMOVED, AND MISSING DRAWINGS

1.
All archived drawings have been microfilmed and entered into the RSF archives. If
a drawing becomes obsolete and no longer contains information of value to
Facilities operations or the Lab, it is to be converted to an obsolete drawing and
removed from the archive files.
2.
Obsolete Drawings depict work that has been superceded but there may be a need
to access the drawing for relevant information.
a.
The original is to be discarded and the aperture card of the drawing is to be

moved to the Obsolete Drawing file drawer. The TIF version on the web
server is to be removed.

FEBRUARY 2006

b.
4.
J.
Status of the drawing in the Main Drawing Index is to be changed to

"OBSOLETE" and the date the drawing was removed and the name of the
person removing the drawing noted in the comments field. If the obsolete
drawing was superseded, also note number of superseding drawing.
If a drawing is lost or destroyed for any reason, note in the Main Drawing Index
"DESTROYED" or "LOST", with date and signature.
DRAWING NUMBER SYSTEM

Sample Number
1.
Drawing Size Prefix
2.
Source Prefix
3.
Building No. or Drawing Category
4.
Drawing Type Identifier (Discipline Code)
5.
Serial Number
6.
Revision Level (always a letter, see C.5.)
1.
Drawing Size
a.
b.
Indicates the standard drawing size
59
003
(ANSI designation):
Size 1
8-1/2 x 11 - Basic Unit
(A-size)
Size 2
11 x 17 - Two units
(B-size)
Size 3
17 x 22 - Four units
(C-size)
Size 4
22 x 34 - Eight units
(D-size)
Size 5
34 x 44 - Sixteen units
(E-size)
Size 6
Drawings larger than 5 (in either dimension)
(None)
Mixing sheet sizes in a single set of drawings, such as those prepared for a
purchase order contract, should be avoided. The Project Architect or
Engineer should see that all drawings of a set are the same size.
FEBRUARY 2006

c.
2.
The most frequently used size is size 4. It is suggested that this size be
used insofar as practical.
Source Prefix
a.
Indicates the origin of the drawing. Historically, this letter was used to
track the source and location of the original drawing for retrieval purposes.
This has been revised to identify modification drawings from new building
drawings. The list below shows the historical definition (in strike out type)
followed by current usage:
B = Berkeley drawings located on site at Lawrence Berkeley Lab Plant
Engineering Dept. files or in the Print Room files.
= Drawing prepared in-house by LBNL Facilities Dept. for new
structures or in-house by LBNL or out-house by an outside
A/E firm for modifications to an existing facility.
L
= Livermore and Site 300 drawings located at Lawrence National

Livermore Lab.
= Not Used. Berkeley does not integrate its drawing system w/ LLNL.
N = Neither of the above which indicates the drawing is by an outside

A/E and is located off site.
= Drawings prepared by an outside A/E firm for new
buildings, new additions or increments to an existing
building, and major utility installations.
3.
Building Number or Drawing Category

a.
Indicates the general category of the drawing as follows:

01 - 99
Drawings of Numbered Berkeley Buildings
100 - 999
Drawings of off-site buildings
00
Sitewide
Facilities
Department
Drawings
showing
comprehensive site features such as area maps, utility plans,
roadways maps).
ST
LBNL Facilities Department Standards
b.
Use the latest published list of building numbers. . All building numbers are
assigned by Facilities Department Planning Section. If a new building
project, coordinate numbering with Facilities Department Planning Section
prior to assigning any building numbers.
c.
When a suffix letter has been added to a building number to provide a

number for an entirely new, separate, building, such as 70A, 50A, include
the suffix in the building number part of the drawing. For example,
4B50AA009 would be an architectural drawing of Building 50A.
FEBRUARY 2006

d.
When a building is being constructed in increments, such as an additional

floor, wing, etc., no suffix will be used in numbering the drawings, but the
increment number will be included in the title block under the description
designation (see RD4.16). Increments are designated in roman numerals
such as Building 71 - Increment IV.
e.
Do NOT use the old prefix "B" for small satellite buildings and structures
and do NOT file drawings for satellite buildings under the principal or
central building. Treat all separate independent enclosed free-standing
structures as separate buildings. Clarify any unclear building numbers with
Facilities Department Planning Section prior to assigning drawing numbers.
Note: The B designation for small satellite buildings and structures was
eliminated in July of 1995 and all buildings including small satellite buildings
now have unique numbers.
f.
4.
The "00" category is reserved for drawings whose scope and content are
not specifically related to any one single building. Therefore, all drawings
other than Plant Engineering Standards and numbered building drawings,
are in the "00" category.
In general, these are site features not
corresponding to a building location and include sitewide drawings of
comprehensive systems.
Drawing Type Identifier (Discipline Code)

Indicates the principal content of the drawings. Do Not use the letter "G" except
as a last resort when none of the other drawing type letters will apply. Do NOT
create drawings that include two or more categories, such as Architectural and
Civil. All disciplines are to work on separate drawing sheets.
Drawing Type
Section Responsible
A.
ARCHITECTURAL
Architectural Section
B.
Studies (for budget proposals, CDRs, etc.)
C.
CIVIL
D.
Area Maps
Planning Section
E.
ELECTRICAL (includes phone/data)
Electrical Section
F.
Furniture and Floating Equipment
Lead Section
G.
General and Miscellaneous (title sheets)
Lead Section
J.
Control Systems (EMCS, etc.)
K.
Building Key Plans
L.
Landscaping
M.
MECHANICAL
Lead Section
Civil/Structural Section
Mechanical Section
Mechanical Section

FEBRUARY 2006

5.
P.
PIPING (including Fire Protection & Lab Gasses)
Q.
Quadrangle of Topography
R.
Area Utility Systems
S.
STRUCTURAL
U.
Utility Quadrangles
Mechanical Section
Mechanical Section
Mechanical Section
Serial Number
a.
Indicates the serial number of the drawing for the listed building number
and drawing type prefix. Serial numbers begin with 001 and progress
through 999.
b.
Serial numbers are automatically assigned by Facilities EFM software. This

is done by creating a new file card in the AMWF database. The database
also records the drawing title, size, initials of creator, and date drawn (see
RD3.26 Section 9). Under no circumstances should a number be put on a
drawing without creating a card. Likewise, numbers should not be reserved
by creating blank cards in the AMWF database unless for this is for
immediate use (such as reserving numbers for outside A/E created
drawings).
c.
The first two digits of the drawing number (the Drawing Size and Source
Prefix) do NOT establish a new series. Drawing numbers, regardless of size
and source, continue in a regular numeric series for each drawing type per
building.
Example: Building 99 has six E-size architectural drawings prepared by an
A/E firm when originally built, followed by three B-size modification
drawings prepared in-house, followed by four D-size drawings prepared by
an A/E firm to add a new wing (Increment II) to the building, followed by 3
C-size drawings by and A/E firm to modify an area of the existing building.
Drawing numbers progress as follows:
Original project
5N99A001, 5N99A002, 5N99A003, 5N99A004, 5N99A005, & 5N99A006
In-house modification project

2B99A007, 2B99A008, & 2B99A009
Addition project
4N99A010, 3N99A011, 3N99A012, & 3N99A013
A/E modification project

FEBRUARY 2006

3B99A014, 3B99A015, & 3B99A016

Note that, regardless of the first two characters of the drawing number, the
serial number continues incrementally from 001 through 016. Other
versions of these drawings may also exist as revisions, but these would
carry the original building number with an appended revision letter (e.g.
4N99A010C would be revision C of the first addition project drawing).
6.
Revisions
a.
After a drawing has been issued, any changes or additions to it must be

noted by adding a revision letter to the number on the drawing.
b.
All changes or additions are to be made to a copy of the original CAD file.
The original CAD file is to remain archived as detailed in RD3.26 Section 9
and the original drawing hardcopy is to be archived as outlined in E.1.b.
and F. above. To avoid confusion and possible duplication of drawing
numbers, the practice of making such changes on a reproducible is
prohibited.
c.
Revision letters are assigned in the following sequence:

A, B, C, X, Y, Z, AA, AB, AC,.., AX, AY, AZ, BA, BB, BC,., BX, BY, BZ,
up through Z series ending in ZZ (total of 676 possible revisions).
K.
TITLEBLOCK INFORMATION
1.
Main Titleblock Fields

It should be possible to determine the scope, nature, and content of a drawing
from the titleblock information which is also entered into the MDI. Every issued
drawing is required to have a standard titleblock with the following information
(see figure 3.9.2 and RD4.16A-E for standard Facilities title block formats):
a.
Box 1, Line 1, Part 1: Building Number

Use the building number as listed in the latest official building list. Use 00
for site wide projects or projects not located in a specific building and ST
for standards drawings. Do not use a B to indicate building or trailer (see
J.e.3. above).
b.
Box 1, Line 1, Part 2: Location Description

Location description should be room number(s), floor level, or identifying
title such as Cafeteria or ALS. If the drawing is for a standard, it should list
the discipline (e.g. Structural Standards).
c.
Box 1, Line 2:
Project Title

FEBRUARY 2006

Identify the specific project or subject of this drawing. Use the official
project title entered into the Project Tracking System which can be obtained
from the Project Manager. Do not use vague descriptions such as
Modification, Room addition, or Improvements.
d.
Box 1, Line 3:
Sheet Title
Indicate whether a plan, elevation, section, perspective, map, detail, or

specifically what kind of information this sheet contains.
Examples of Titleblock Box 1 information for drawings (all fictitious)
e.
6B71M104
71 - HILAC Improvements
LCW System Additions
Plan and Schematic Layout
3B00L016
00 - 54/ 70 Yard Area
Landscaping Upgrades
Planting Plan
3B70AA111 70A - Room 106
Conversion of Room 106 to Offices
Floor Plan and Details
2BSTF052
ST - Furniture Standards
Glass with Aluminum Frame Display Case
Construction Details
Box 2, Line 1, Part 1: Drawn By
Use first initial, middle initial, last initial (e.g. ABC)
f.
Box 2, Line 1, Part 2: Drawn Date

Date of first official issue (usually T2 100%).
revision dates, these are located in box 5.
g.
Do not use this field for
Box 2, Line 2, Part 1: Checked By

Use first initial, middle initil, last initial (e.g. ABC). Must be different than
Drawn By.
h.
Box 2, Line 2, Part 2: Checked Date

Date of final check of first official issue. Do not use this field for revision
dates, these are located in box 5.
i.
Box 2, Line 3, Part 1: Approved By

Use first initial, middle initial, last initial (e.g. ABC).
approval.
j.
Section Chiefs
Box 2, Line 3, Part 2: Approved Date

FEBRUARY 2006

Date of approval of first official issue. Do not use this field for revision
dates, these are located in box 5.
k.
Box 2, Line 4:
CAD File Path
Location of drawing on server. File name is determined by EFM software

and is a eight digit number (e.g. 00001234.dwg). Location is in the project
archive directory (e.g.: N:\arch\99\012345\00001234).
l.
Box 2, Line 5:
Scale
Drawing scale. Use AS NOTED if several different scales used on one

sheet. See DMPM Section 8 figures 8-1 and 8-2 for recommended drawing
scales.
m.
Box 3, Line 1:
Drawing Number (with revision letter if applicable)
n.
Box 3, Line 2:
Project Number
This is the only constant on the project and is used by the EFM software to
organize the CAD files on the server. It also relates drawings to the general
filing system. ALL ISSUED DRAWINGS MUST HAVE THE PROJECT NUMBER
INDICATED ON THE TITLE BLOCK. Obtain the project number from the
Project Manager. Do not use the project number that you bill your time
against as this may be a sub-account of the parent project.
Small Projects Group project numbers are the same as the Work Request
Center request number.
Standards are to have codes that identify the standard type (eg. SITELT =
site lighting, EXTWIN = exterior window). Each discipline is responsible for
developing project number codes to identify the various types of standards
they maintain.
If no project number exists or the project number field is not relevant, use
000000.
o.
Box 4:
Sheet Number
p.
Box 5, Part 1:
Revision Level
Needs to be a letter (see J.6 above).

q.
Box 5, Part 2:
Drawn By
Use initials of individual who makes revision changes, may be different than
original drawn by.
r.
Box 5, Part 3:
Checked By
Use initials of individual who checks revision changes, may be different than
original checked by.
s.
Box 5, Part 4:
Approved By
FEBRUARY 2006

Section Chief initials.

t.
Box 5, Part 5:
Revision Date
Filled in by approver after initialing.

u.
Box 5, Part 6:
Remarks
Description of revised scope of work. Should include reference to contract

information if possible (e.g. CO# 3 - deleted mech., Conformed per
Addenda 1,2, & 3).
v.
Box 5:
Additional Revisions
Previous revision information is to be entered as text entities into the CAD

drawing to maintain a record of revisions per each drawing. Current
revision is to have only the level and remarks indicated with drawn by,
checked by, approved by, and date entered by the QA process participants.
w.
Box 6:
Issue Identification
Include the Sub Contract number in the top line of this box. Official issues
are to be one of the following only:
x.
BID
(same as Title 2 100%)
CONFORMED
(incorporates addenda changes)
REVISION A
(or B, C, etc.)
AS BUILT
(final drawing revision showing as-built conditions)
Box 7:
Professional Seal
Wet stamp and signature of responsible design architect or engineer. Must

have expiration date.
y.
Box 8:
Consulting A/E (Prime)
If drawing is produced by an outside A/E firm, this box contains A/Es

name, address, phone number and logo.
z.
Box 9:
Consulting A/E (sub)
If drawing is produced by a consultant to an outside A/E firm, this box

contains A/Es name, address, phone number and logo.
3.
Prints made from drawings incomplete or not yet approved should be stamped:
REFERENCE ONLY
NOT FOR CONSRUCTION
above the title block.

FEBRUARY 2006

L.
LIVING DRAWINGS
1.
Title Block Information (where varies from Project drawings, if not indicated, same
as described above):
b.
Box 1, Line 1, Part 2: General System Description

System description should be the basic system being documented by the
drawing (e.g. Mechanical Ductwork, Electrical Distribution, Keyplan,
Equipment Location)
c.
Box 1, Line 2:
Specific System Component
Identify the specific system component shown in the drawing. Use specific
equipment/facility type identification designations (see RD7.4). (e.g. Bank
304 - MCC304A3A, Supply and Return Ductwork, Rated Corridor & Doors)
d.
Box 1, Line 3:
Sheet Title
Indicate whether a plan, elevation, section, perspective, map, detail, and

extent of information this sheet contains (e.g. 3rd Floor Plan, Single Line
Diagram, Logic Ladder, West Elevation Fixture Locations)
m.
Box 3, Line 2:
Project Number
Living Drawings are to have codes that identify the system type (eg. SITELT
= site lighting, EXTELV = exterior elevation). Each discipline is responsible
for developing project number codes to identify the various types of living
drawings they maintain and documenting this in the DMPM.
n.
Box 3, Line 1:
Drawing Number with revision letter.
Living Drawings keep a running log of revisions and the revision letter is
critical to identifying the most recent release.
o.
Box 4:
Sheet Number
Default is Discipline code and the numeral 1 (e.g. E1, A1)

u.
Box 5, Part 6:
Remarks
Description of revised scope of work. Should include reference to project

affecting change where relevant (e.g. Project FA1234 - New Admin
Offices).
v.
Box 5:
Additional Revisions
The 7 most recent revisions are noted on the title block. A revision history
is kept to the left of the drawing titleblock on a matrix identical to box 5.
w.
Box 6:
Issue Identification
use only revision designation

REVISION A
(or B, C, etc.)
FEBRUARY 2006

x.
Box 7:
Professional Seal
Wet stamp and signature of responsible design architect or engineer. Must

have expiration date.
y.
Box 8:
Consulting A/E (Prime)
Not Used.
z.
Box 9:
Consulting A/E (sub)
Not Used.
2.
3.
4.
Status of Living Drawings

a.
All Living Drawings are, by definition, as-built. They track the current
condition of a building system and combine together all the collective
changes made to a building system by all projects that have affected the
building system.
b.
The basis of Living Drawing updates is the project as-built drawing files.
Use of Living Drawings as Project Drawings

a.
A living drawing may be used as the basis of a project drawing. When this
is done, the project drawing will contain a note directly above the title block
that states BASED ON LBNL DOC. #4BBBBDNNNR. The project work is to
be clouded and identified as SCOPE OF PROJECT WORK.
b.
The project drawing is to be assigned a unique drawing number to maintain

a record of the scope of work shown in the project drawing.
Updating of Living Drawings

a.
Each project Design Team member is required to incorporate project

changes into the Living Drawings their discipline maintains. This should be
done by importing the as-built project information from the project as-built
drawings into the Living Drawing and editing the Living Drawing to conform
to the as-built conditions.
b.
The Living Drawing number is to be updated to the next revision and the
revision date, creation information, and description entered into the revision
portion of the titleblock.

FEBRUARY 2006

Figure RD3.9.1 Facilities Main Drawing Archive File Organization
Figure RD3.9.2 Title Block Composition

FEBRUARY 2006

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Facilities Division - Design & Construction

PART 4 RESOURCE DOCUMENTS

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CONFORMED ....................... drawings are completed Project Drawings issued for

PART 4 RESOURCE DOCUMENTS

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LIVING ................................ drawings are drawings that are regularly revised to

PART 4 RESOURCE DOCUMENTS

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LARGE-SIZE ......................... No. 6 size drawing - larger than 44 in any direction

All correspondence referencing a drawing should include the drawing number

ASSIGNMENT OF DRAWING NUMBER

New drawing numbers are to be assigned at the following milestones:

Completion of Title 2 (Issued for Bid or Construction)

Studies & CDRs:

Final Issue of Study or CDR.

On initial issue of drawing as accurate document.

Revision letters are appended to existing drawing numbers at the following

During Title 3 (revised/reissued drawings)

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Studies & CDRs:

Revised Issue of Study or CDR changed from a

Every time the document is updated and reissued.

MAIN DRAWING INDEX

The MDI contains the following information on each drawing:

Drawing Status is one of the following:

Same as Aperture status. Data was entered prior to

PART 4 RESOURCE DOCUMENTS

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Drawing has been micro-filmed by LBNL Archives & Records

Drawing has been micro-filmed by LBNL Archives & Records

Drawing number entered into database and original as-built

Drawing does not exist on site or at the RSF and there is no

Drawing is no longer relevant and has been removed from

Title 2 100% - Issued for bid, estimate, and/or construction.

Title 2 Conformed - When issued for construction.

As-built Record drawings when project is completed and closed out.

PART 4 RESOURCE DOCUMENTS

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Active Project Drawings:

Files are organized by building number and project number. Each

The Project Manager is responsible for maintaining the Active

Completed Project Drawings (As-Built Drawings):

At completion of a project, all project drawings are to be filed as

T2 and T3 originals are to be rolled in complete sets and

Only As-Built drawings are to be archived and transferred to the

All comprehensive and standards drawings ("00D", "00Q", "00R",

Drawings are filed alphabetically and numerically from back to front

Drawings numbered under the older drawing number systems will

PART 4 RESOURCE DOCUMENTS

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New building (N) drawings are to be filed in separate drawers by

Sketches (SK Drawings):

Sketches are miscellaneous clarification drawings and do not need

It is the responsibility of the Design Team members to keep track

Sketches are to be assigned a SK (sketch) number as follows:

Sketches are to be on A or B sized, title blocked sheets (see

Each Design Team Member is responsible for maintaining a log of

Two duplicate aperture cards are filed with Facilites:

In the aperture file cabinet in the Facilities Central Drawing Files

ARCHIVING ORIGINAL ASBUILT DRAWINGS

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