File Organization, Building Information Modeling & Computer Aided Drafting Standard

Version 1.2 (NOTE: Version 1.3 with revisions to file folder organization will be released from NASM by June 2018. These changes will be reflected in this document as reference and file templates for use by the contractor will be issued at the same time.) 12.02.15 Author: Brian F. McGarry, Leed AP

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2 Table of Contents Introduction 1. Digital 1.1 Folder and File Management 1.2 File Naming 1.2.1 CAD Files 2. Digital Organization 2.1 Drawing Format 2.2 Line Weights 2.3 Drawing Set Organization 2.4 Standard Sheet Sizes 2.5 Title blocks & Templates 2.6 Work Group References 2.7 File Backup 3. Class and Layer Naming 3.1 Layer Names 3.2 Class Names 4. Construction Documentation 4.1 Text Styles 4.2 Drawing Labels & Markers 4.3 Vector Works Plug-ins & AEC content 4.4 Supplemental Content 4.5 Dimensions & Notes 4.6 Typical Details & Typical Wall Sections 4.7 Revisions 4.8 Drawing Exchange 4.9 Consultants Drawings 5. Plotting & Archiving 6. Correspondence 6.1 Correspondence: Letters, Transmittals, and Faxes 6.2 Correspondence Naming 6.3 Images 7. Paper Standards 8. Project Files 8.1.1 Initial Project Folders 8.1.2 Initial Project Pockets 8.1.3 Correspondence Folders 8.1.4 Multiple Folders 9. Flat Files 10. Dead Filing Appendix A = Correspondence Folders (TBD)

3 Introduction This File Organization and CAD Standard has been setup to assist Vectorworks users to manage their projects digitally. It will help to maintain a consistency with projects in the office. This standard will be beneficial to the efficiency of digital file management, document creation and project workflows. This standard provides a guide for file management from schematic design to the completion of construction documentation. This is not a creative endeavor, not following a standard is a sure fire way to ensure errors, lack of proficiency and loss of potential profits. What may be intuitive to you may not make any sense to others. This process is about managing your data and controlling your intellectual property. These standards will allow everyone to decipher and easily search for and work on documents in any project across computer platforms.

4 1. FOLDERS AND FILE MANAGEMENT 1.1 Folder Structure and Naming Do not use special characters when creating any file name. A special character is: \ / : * ? “ < > , . ( ) or any other punctuation mark other than the “_” underscore are not to be used in file names. This rule is to ensure all computer platforms can see files as they are named across the server. Important tip: Characters used other than the underscore between letters and numbers will show as non-legible names, similar to what you see when AutoCAD referenced layers are imported into another modeling. This issue arises when the files were named on a Mac and are trying to be read by a PC station via the server. Inserting a blank space at the front of the name or after the file extension is another way to ensure that you will have a very bad day, so please don’t do that. Project Directories: All project folders and directories will be located on a server provided and maintained by the contractor, the National Air & Space Museum must have full access at all times during the duration of the contract. Project directories should be setup using the following format: NASM files Project number, client name and finally by project name Example, syntax: Designation, OFEO building code, fiscal year, project location, followed by project name. Example: {E} Exhibit {061} OFEO building code {11} Fiscal year {001} Project Location {Destination_Moon} Project Name Example, conclusion: E_061_11_001_Destination_Moon Please limit the number of characters to 28 and provide underscores at all breaks in syntax. (NOTE: Version 1.3 with revisions to file folder organization will be released from NASM by June 2018. These changes will be reflected in this document as reference and file templates for use by the contractor will be issued at the same time.)

5 Example seen in the context of the folder tree: (See Revision note on the cover sheet)

First locate the “E_XXX_FY_XXX_PN.zip” located on the “L” Drive. Unzip and rename the folder with the Designation, OFEO building code, fiscal year, project location, followed by project name. You must confirm the correct project number with the current project list. See your assigned Project Manager or Design Manager for this information. Do not alter the original folder on the server. It is important not to miss this step. The original folder contains the template that you will duplicate and use for all projects so it is imperative to keep it pristine and unaltered. Note: An exported 3D model in the form of one of the following file formats (See below) shall be stored in the appropriate work ref folder and imported into the Vectorworks Drawing Sets for final drawing integration on the NASM “L” Drive. File Formats: .3DS/.SAT/.IGES/.X_T/.3DM/.IFC/.DWG Tip: Place an alias to each of your jobs on your desktop or in a favorite’s folder. This will speed up your workflow.

6 1.2 File Naming 1.2.1 CAD Files For Work Ref & Section Packet drawings, drawing files will be named in the naming convention shown below: File Name = project number + code + drawing number Example, Work Ref drawings: E06111001_MOD_Display_01 E06111001 (project number) + MOD (Model) + Display + (brief description) + 01 (drawing number) Example, Section Packet drawings: E06111001_DM_SECT_100 C (project number) + DM (Project Name Initials) + SECT (Exhibit Section) + 100 (Exhibit Section Number) Example, Sheet Discipline Codes Example, Drawing Type Codes A Architectural Drawings FP Floor Plan C Civil/Site Drawings SD Schematic Design E Electrical Drawings SP Site Plan EX Exhibits DP Demolition Plan M Mechanical Drawings XP Existing Plans P Plumbing Drawings ELEV Elevations S Structural Drawings SECT Sections ID Interior Drawings DETL Details SK Sketch Drawings

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Example, drawings in folder organization: (See Revision note on the cover sheet)

Note: At the completion of each project, it will be the responsibility of the Project Design Lead to ensure that all drawing files follow the above format. The Project Design Lead will make sure that all final drawings are purged of unused objects before the project is archived.

8 2. DRAWING SETUP AND DRAWING SET ORGANIZATION 2.1 Drawing Format All CADD drawings will be produced in the latest approved version of software utilized at the NASM. The current software for both the MAC & PC platforms is Vectorworks v2016, Sketchup 2015, Autodesk Inventor 2015, Autodesk Revit 2016 & Rhino 5.0. Any drawings created in a previous version should be concluded in the version of software that they originated in. 2.2 Line Weights and Color Settings The color & line weights of the most common classes will be pre-determined in the Vectorworks templates. There may be times when user defined line weights may need to be defined, so the NASM line weights are as follows:

OEC Line Weights mils mm 2 .05 4 .10 5 .13 8 .20 10 .25 12 .30 18 .46 24 .61 28 .70 39 1.00

2.3 Drawing Set Organization The organization of exhibit design and construction documents will follow the NASM Class & Layer Standard. 2.4 Standard Sheet Size There are various sheet sizes that NASM can utilize when producing a set of construction documents. The standard sheet size used for a typical set of construction documents will be 24” x 36”. If necessary, other sizes may be used if the size of the project justifies a smaller or larger sheet layout. This will be determined by the assigned design and/or project manager.

9 2.5 Title Blocks & Templates The title blocks are included in the NASM Templates and will be distributed to all Vectorworks workstations. Periodic updates will be distributed when necessary. In order to create a new drawing go to File/New/Template and choice the proper template you desire.

Create a new drawing using the appropriate template from the list below. Drawing Templates SI_NASM _WRX -for other drawing types Sheet Templates SI_NASM _8511 - 8 ½”x 11” drawing sheet with border SI_NASM _1117 - 11” x 17” drawing sheet with border SI_NASM _PRES_1117 - 11” x 17” drawing sheet with border SI_NASM _2436 - 24” X 36” drawing sheet with border

10 2.6 Work Group References All “WorkRef” drawing files will be placed in a “WorkRef” subdirectory of the “08- Design/Design-Exhibits/Deliverables/10_Percent (or the appropriate deliverable percentage)” folder within the project file. WorkRef drawings shall include, but are not limited to floor plans, exhibit sections, details and sections, etc. WorkRef drawings should be referenced to the sheet file. Refer to 1.1.2.1 “Drawing File Naming” for information on naming work ref files. Work refs created in previous versions of Vectorworks or Minicad must be converted to the newest version. 2.7 File Back-Up Under the Vectorworks preferences the auto save feature should be set to a maximum of 15 minutes and select the save separate file to backup folder, which will be located on the user local drive under documents.

11 3. Class & Layer Naming In Vectorworks organizational elements are quite similar to other mainstream CAD programs. There are several differences to be aware of. Design Layers in Vectorworks are 3-Dimensional containers to define space and contain objects. Classes are organizational controls for objects that reside within Design Layers and manage content visibilities for drawing layouts produced on Sheet Layers. Sheet Layers are where you assemble the technical drawing for the drawing set or package. They are similar to AutoCAD’s Paper Space. Sheet Layers are set at a 1:1 scale and utilize Viewports to view portions of the Design Layers. Viewports provide a way to view the Design Layers in multiple iterations and at different scales on the same Sheet Layer. Thus allowing the user to create technical drawings from the major component down to the details of how to fabricate it. Viewports have another means of control built into the parametric object of the Viewport. If you double-click on Viewports you are given three choices to enter into portions of the Viewport. The first option is the Annotation portion of the Viewport for further embellishment with 2D polygons, parametric detail object, etc. The second is the Corp portion of the Viewport, which allows you to limit what one sees of the Design Layer. This can be done with any 2D geometry. The third portion allows you to navigate to the source Design Layer. Please note that you should not work on the source Design Layer if the Layer is referenced into the current drawing set. Class & Layering names and information shall follow the guidelines below. 3.1 Layer Names Layer Names should mimic the Drawing Type Codes. Examples: XFP02 - Existing Second Floor Plan ELEV-**-Elevation SECT03 - Object Section 3.2 Class Names Class names will be divided into (4) four codes, which include: Discipline, Major, Minor, and User Defined Class Name = discipline code-+ major code-+minor code-+user defined Example: A-WALL-PATT

12 A- (Architectural) + WALL (walls) + PATT (wall fill) This naming convention follows the National CAD Standard Layer Naming Guidelines used by OFEO. Discipline Code Minor Code A Architectural Information *-*-APPL Appliances C Civil/Site Information *-*-CASE Casework D Demolition Information *-*-DIMS Dimensions E Electrical Information *-*-EVTR Elevator Equipment EX Exhibits *-*-FULL Full Height G General Information *-*-HIDE Hidden Objects M Mechanical Information *-*-IDEN Identification designations P Plumbing Information *-*-KEYN Keynotes S Structural Information *-*-LEGN Schedules, Legends ID Interiors *-*-NOTE Drawing Notes Major Code (samples) User / Status Code *-ANNO Annotation *-*-*-DEMO Demolition *-BEAM Beams *-*-*-EXST Existing *-COLS Columns *-*-*-NEWW New Work *-DETL Details *-DOOR Doors *-ELEC Electrical *-ELEV Elevations *-EQPM Equipment *-FURN Furnishings *-GLAZ Windows *-LITE Light fixture *-SECT Sections *-FLOR Floor *-WALL Walls *-SITE Site Plan

The complete list of the standard classes used by NASM is below:

13 SI NASM Vetorworks Class Standard

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See appendix A for a list of what items go into each class.

18 4. Construction Documentation 4.1 Text Styles The standard text style and size for use in construction documents shall be: Arial 9 pt. Other font sizes may be used in situations where the standard font size will detract from the drawings clarity. It is up to the PM/CAD operator to determine an appropriate substitution At no time should a font ever be smaller than 6 pt.

Text Point Size to Inches Reference Chart Text Point Size Inches 12 .1667 11 .1528 10 .1389 9 .1250 8 .1111 7 .0972 6 .0833

4.2 Drawing Labels & Markers See below for NASM Standards of parametric notation markers. See image below. When using Section Viewports the marker size will be set to ½” with a text size of 9 pt. and the preference of “Dwg No over Sheet No” will be chosen. Make sure the “Text Auto-fill” option is selected. When using the Section/Elevation/Detail marker from the Dim/Notes pallet, make sure that you set the marker scale to 1.25 and set it to a text size of 9 pt. The NASM standard configuration is Config 1.

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20 1 TYPICAL DRAWING LABEL ATTRIBUTES EX 00 01 Scale: 3/8" = 1'-0"

4.3 Vector Works Plug-ins & AEC Content To promote consistency, we will use the Plug-ins and AEC content provided in Vectorworks. This is the excepted industry convention for BIM drafting. Creativity is reserved for the design process not for documentation. 4.4 Supplemental Content Periodically, you will be issued supplemental content. This will be located in the NASM symbol libraries, graphics, hatch patterns, etc. resource folders. You will be issued this information periodically and you will be responsible for incorporating this information into your work. 4.5 Dimensions & Notes All notes for floor plans, elevations and building sections will be placed on the annotation portion of the view port in their sheet layers. This is done by double clicking on the view port and choosing the annotation under the edit view port command; see below. This will keep all the annotations at the same scale regardless of what scale the drawing is at.

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Please note that the NASM dimension standard is embedded in the NASM Templates. 4.6 Typical Details & Typical Wall Sections Typical details, typical wall sections, and typical prototype drawings are to be annotated and dimensioned in their respective drawing file. Remember to set the viewport scale to match the scale that they were originally created in. If you do not do this information may be lost or look inconsistent. This can lead to details being misinterpreted or disregarded as irrelevant. It is the responsibility of the Design Project Leader at the completion of construction documents phase of a project to insure that: All individual details and sections are to be copied from their Work Ref folder and pasted into the Details directory on the Projects drive. Print the individual detail files in an 8½” x 11” format and give them to the person in charge of organizing the detail library. 4.7 Revisions Revision clouds should be in classes that reflect the date of the revision. Example: EX-ANNO-REVS-1.060113 EX- (Exhibits) + ANNO (Annotation) + REVS (Revisions)+ 1.060107 (Revision #1 on June 1, 2013)

22 Do not delete the old Revision Clouds. Just turn off the class after the next revision. Revisions are to be listed on each revised sheet in order to better communicate with the team members what information has changed. In the Vectorworks drawing packet this is accomplished by selecting the Drawing Border on the Sheet Layers and then selecting “Edit Revision Data” in the Object Information Pallet and enter in the appropriate information. 4.8 Drawing Exchange 4.8.1 Internal File Exchange between Design & Fabrication All 2-Dimensional or 3-Dimensional data should be drawn/modeled at a machining suitable tolerance. The specified NASM tolerance should be .001” or .0254mm. The responsibility of determining if the data exchange will be a 2D or a 3D format will fall to the project team. This is not an excuse to rely on antiquated drawing techniques of 2D orthographic projection. The rare instance that 2D only data will be accepted would generally be reserved for graphic displays only. All data files should be supplied in a 3D format. Acceptable formats are; native .VWX, .DWG, .SAT, .STP (STEP) or .IGS (IGES). When importing into Vectorworks make sure that you have the design layer set to a scale of 1:1, if you do not then the scales will not be correct. On the rare occasion that data is required in only a 2D format, then provide the data in a .VWX, .DWG or .AI format. 4.8.2 External File Exchange It is the policy of NASM to limit the amount of vectored data (CADD files) that is passed from our offices into the world. The preferred format used for the transferring of electronic files (e file) to a consultant(s) will be the .PDF format (portable document format). Consultants retained by NASM, shall receive CADD files limited to the scope of their work. Any other information will be presented to them via the .PDF format. With rare exception, only plan documents without annotation should be distributed in a vectored format (a CADD document). If annotated information is to be sent electronically, send a clean un-annotated “background” file and an annotated PDF. You must coordinate to ensure that the recipient of the files has the ability to open or import a particular version of the .DWG and correct the setting accordingly. When receiving AutoCAD files from a consultant we need the files to be in the 2012 format, and they must also send their CTB or STB print settings. When providing data to outside vendors for CNC routing or laser cutting the file formats most commonly utilized are the following. 2D - .DWG, .AI, .EPS or .IGS (IGES). 3D - .DWG, .SAT, .STP (STEP) or .IGS (IGES). Verify with the particular vendor for their file requirements.

23 4.9 Consultants Drawings The preferred format to receive e-files from our consultants is the PDF. This will allow anyone to plot and view drawings regardless of their computer’s platform or expertise. Even though it has been done differently in the past, all documents done by our consultants are to go on their own title blocks.

24 5. Plotting & Archiving At the end of every phase of work, a submission to a government body, presentation to a client, or any other issued drawing or sketch or renderings. A PDF record of the drawing or sketch is to be made and stored in the Issued Drawing folder in the project directory and named using the file naming procedure. This is an important step that will give us an un-editable snapshot of a project at critical moments in its development. Furthermore, it will allow you to easily print entire sets of drawings or just a single sheet at either full size or other smaller formats. Separate PDF files, should be combined into one document when there are multiple sheets per record.

25 6. Correspondence 6.1 Correspondence: Letters, Transmittals, and Faxes In an attempt to be environmentally responsible, save money, and reduce the shear onslaught of paper, all correspondence should be filed digitally.* PDF forms need to “printed” via the Adobe PDF printer in the Print Set Up dialog box. Word or Excel files can be saved in their native format. * It is a judgment call, but when appropriate, hard copies should be generated. (It will be impossible to eliminate all hard copies.) 6.2 Correspondence Naming Correspondence files will be named in the naming convention shown below: File Name = project number + date + correspondence code + number Example: E06111001_120215_FAX_05 E06111001 (project number) + 120215 (date) + FAX (corr. code) +05 number* * The number is the running total of the same type of correspondence that day. In this example, this would be the fifth fax for this job on 12/02/15. It is important that you do not try and categorize the contents of this folder. Let the Naming convention handle it. It will assure that we don’t get duplicate file names and allow others to follow the “chain of events” Correspondence Codes LTR Letter WKST Spread Sheet TRAN Transmittal FAX Fax MEM Memo FOR Field Observation Report ROPC Record of Phone Conversation EXSI Exhibit Specialist Supplemental Instructions RFI Request for Information EML Email Documents for typical correspondence have been created in a PDF format. They include: Fax Cover Sheets, Transmittals, Memos, etc. These are part of the office standard, and for consistency, it is important that these be the only forms that you use. These forms (as well as other information for day to day use) can be accessed from the NASM INTRANET.

26 6.3 Images Image files will be named in the naming convention shown below: File Name = project number + date + number Example: E06111001 120215 099* E06111001 (project number) + 120215 (date) +99* number * This number is usually generated by the camera. Window PC’s can easily add a prefix to the files using the camera/scanner wizard and Mac’s can batch rename files using “R-Name” application that is located on the server.

7. Paper Standards The intent of this paper filing standard is to create a system that will allow others to find information for projects that they may not have intimate knowledge of and to provide a frame work for team projects to efficiently handle the “hard copy” that they and others may create and may need to access. Even if it is a “one-man” project, someone else may need to access the information in a particular file, and not only when the project is active, but many years after it has been “Dead Filed.” This section is still under development – 12.02.15

27 8. Project Files Job Starter Folders are to contain a Project Folder and a Project Pocket, and to be set up as shown in Appendix F. 8.1.1 Initial Project Binders & Folders Are to contain a copy of the proposal, code reviews, notes, calculations, survey documents and various job related information. Smaller jobs can place correspondence and product research in this folder. 8.1.2 Initial Project Pockets Are to contain sketches, product information, shop drawings, structural markups, and consultant’s preliminary work, etc. These are typically kept together until their size prevents it. 8.1.3 Correspondence Folders Are to contain letters, transmittals, faxes, memo, etc. Multi-page documents are to be stabled together prior to being 2-hole punched and placed in the metal hold down. All correspondence is to be filed in ascending chronological order. This will “paint” a picture of the project and allow others to easily get up to speed on projects they may not be familiar with. If you need to follow up something put a “post it” on the documents you still need to reference. And remove the bookmark when the issue is resolved. Correspondence Folders are to be set up as shown in Appendix B (To Be Determined). 8.1.4 Multiple Folders Some projects will require you to add additional Folders or Pockets. This is accomplished easily by adding new folders and numbering each one. When a project is going to be “Dead Filed,” you will add the total number to it. Examples: 1 of 3, 2 of 3, 3 of 3 The number is cumulative for each type of folder. There may be more Project Pockets than Project Folders. It is critical that on multi-person projects that you do not start your own Project or Correspondence Files. One team member will responsible for holding the documents with all team members being responsible to properly file any new information they may generate. This section is still under development – 12.02.15

28 9. Flat Files Flat Files are to contain record drawings, final drawings, consultant’s final drawings and presentations. Flat Files are not to contain sketches, markups or progress sets. Projects will go in Numbered drawers. There will be a key for the drawers on a clipboard in the vicinity of the Flat files. This section is still under development – 12.02.15

10. Dead Filing The Project Files and Project Pockets will be placed in large manila envelopes in their entirety. The envelopes will be labeled and placed in numbered boxes. There will be a key located on the server that lists the contents of each box. Drawings from the flat files will be put in label tubes and stored in a designated area with the Project files. This section is still under development – 12.02.15

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