the pennsylvania state universitymay 15, 2019 · opp file naming manual 2. file naming structure...

The Pennsylvania State University

OPP File Naming Manual

2019.05.15 Edition

Office of the Physical Plant - Document Center Initial Release December 14, 2018

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FORWARD: This manual has been prepared by the Office of the Physical Plant Document Center to guide Architects and Engineers in the proper file naming requirements of project related architectural documents. Proper file naming ensures efficient management of those critical electronic records. It is important the file naming structure be followed so that documents can be easily classified and indexed for retrieval in the future. This file naming convention uses metadata as the basis for the file names. The order of the metadata in the name is just as important as the characters in the name. Updates and modification to this manual will occur as new software and systems are implemented. Please contact the OPP Doc Center with any questions you may have concerning this procedure.

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TABLE OF CONTENTS:

1. General Rules for File Naming

2. File Naming Structure

3. Explanation of Files Naming Elements

4. Facilities Drawing File Naming Convention

5. System/Equipment Data File Naming Convention

6. Project Management Data File Naming Convention

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1. General Rules for File Naming File Naming Requirement: It is important the electronic files are named properly. Incorrect nomenclature will result in incorrect or misplaced data. Many different software applications will be accessing the files so consistent file naming is critical. Do not to make file descriptions too long, since long file names do not work well with all types of software. General Rules for File Names:

• Avoid using spaces except for in the file description field. Some software will not recognize file names with spaces.

• Special characters such as ~ ! @ # $ % ^ & *** ( ) ` : ; < > ? , . [ ] { } ' " \ and | should be avoided.

• Avoid using the underscore “_” because it is used as a metadata field separator by software accessing these files.

• Dashes “-“ may be used. • When using a sequential numbering system, use leading zeros for clarity and to make sure files

sort in sequential order. For example, use "001, 002, ...010, 011 ... 100, 101, etc." instead of "1, 2, ...10, 11 ... 100, 101, etc."

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2. File Naming Structure

File Naming Convention: Filenames are made up of identifying elements (usually metadata fields) in a concise order ending with an underscore. Underscores are the element separators. Do not use underscores for any other reason. The metadata field for the document date acts as the drawing revision. Files are broken down into three main categories, Facilities Drawings, Facilities Data (Asset and System), and Project Files. Facilities Drawings Naming Convention: Type_Bldg#_Project#_Date_DGS#_Discipline Designator_Description

PSU Project Number

PSU Building Number

Drawing Type

Document Date

Department of General Services Number

Architectural Discipline Designator

Drawing Description

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Facilities Data Naming Convention: Type_Bldg#_Project#_Date_DGS#_MF Division#_Equip ID_Description

PSU Project Number

PSU Building Number

Document Type

Document Date

Department of General Services Number

Master Format Division

Document Description

Equipment Identification

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Project Files Naming Convention: Type_Company_Description or Subject_Date_Optional Field* *Exception Photographs and Certificates of Occupancy Photographs file naming convention: PIX_Company_Subject_Date or PIX_Subject_Location Certificate of Occupancy file naming convention: COO_Bldg#_Project_Date_Description

Document Description or Subject

Company

Document Type

Document Date

Other Optional Info.

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3. Explanation of Files Naming Elements

• Document Type

o The Document Type can be a Facilities Drawing or Facilities Data. Facilities Data can either be an Asset or System type data.

o Facilities Drawings Typical Facilities Drawings include L&I drawings, Issued for Construction

drawings, As-Built (redline) drawings and Record drawings. o Asset Data

Typical Facilities Asset documents include O&M manuals, approved Submittals, Equipment Warranty and Equipment Permits.

o System Data Typical Facilities System documents include Building Automation System (BAS)

documents, Balance and Commissioning reports. • Building Number

o Penn State will assign building numbers. The format will be seven digits. For example, for Old Main use 0001000.

o A list of Penn State building numbers is available on the OPP website. o Do not use spaces, periods or dashes when file naming.

• Project Number o The project number will usually be nine digits. o The project number will be assigned by XXXXXXXXX o Do not use spaces, periods or dashes when file naming.

• Date o The date of documents should use the following format: YYYYMMDD. o This format makes sure all your files stay in chronological order, even over the span of

many years. • Department of General Services (DGS) Number

o The DGS number is assigned by the Department of General Services. o The file naming format is six digits. For example, 800243. o Most DGS numbers for Penn State begin with 800. o If there is no DGS number, use a double underscore with no spaces ”_ _”.

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• Discipline Designator

o The discipline designators for Penn State follow the National CAD Level 1 Standards. o Documents can have multiple designators. o For examples, see chart below.

A Architectural C Civil E Electrical F Fire Protection G General L Landscaping M Mechanical P Plumbing S Structural T Telecommunications

MEP Mechanical, Electrical and Plumbing (example of a multiple designator)

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• MasterFormat® Division o Penn State uses the MasterFormat Division as a guide. See Design Services website for

standards o For examples, see chart below.

Division Number

Division Name Suggested File Name Entry

01 GENERAL 01 GEN 02 EXISITING CONDITION 02 EXISIT COND 03 CONCRETE 03 CONCRETE 04 MASONRY 04 MASONRY 05 METALS 05 METALS 06 WOOD PLASTIC COMPOSITE 06 WOOD PLASTIC COMPOSITE 07 THERMAL AND MOISTURE PROTECTION 07 THERMAL MOISTURE 08 OPENINGS 08 OPENINGS 09 FINISHES 09 FINISHES 10 SPECIALITITES 10 SPECIALITITES 11 EQUIPMENT 11 EQUIP 12 FURNISHING 12 FURNISHING 13 SPECIAL CONSTRUCTION 13 SPEC CONSTRUCT 14 CONVEYING EQUIPMENT 14 CONVEY EQUIP 21 FIRE SUPPRESSION 21 FIRE SUPPRESS 22 PLUMBING 22 PLUMB 23 HEATING VENTILATING AND AIR CONDITIONING 23 HVAC 25 INTEGRATED AUTOMATION 25 IA 26 ELECTRICAL 26 ELEC 27 COMMUNICATIONS 27 COM 28 ELECTRONIC SAFETY AND SECURITY 28 ESS 31 EARTHWORK 31 EARTHWORK 32 EXTERIOR IMROVEMENT 32 EXT IMROVEMENT 33 UTILITIES 33 UTILITIES 34 TRANSPORTATION 34 TRANS 35 WATERWAY AND MARINE CONSTRUCTION 35 WATERWAY MARINE 40 PROCESS INTEGRATION 40 PROCESS INT 41 MATERIAL PROCESSING AND HANDLING

EQUIPMENT 41 MATL PROCESS HANDLING

42 PROCESS HEATING COOLING AND DRYING EQUIPMENT

42 HEAT COOL DRY EQUIP

43 PROCESS GAS AND LIQUID HANDLING PURIFICATION AND STORAGE

43 PROCESS GAS

44 POLLUTION AND WASTE CONTROL EQUIPMENT 44 POLLUTION WASTE CONTROL 45 INDUSTRY SPECIFIC MANUFACTURING

EQUIPMENT 45 INDUSTRY SPEC MFG EQUIP

46 WATER AND WASTEWATER EQUIPMENT 46 WATER WASTEWATER EQUIP 48 ELECTRICAL POWER GENERATION 48 ELEC POWER GEN

o NOTE: Highlighted divisions above (34-48) are not listed on OPP website

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• Equipment ID o See OPP website for Equipment Identification

• Submittal Review Status

o Rejected (REJ) o Revise & Resubmit (RAR) o Void (VDD) o Approved (APP) o Approved As Noted (AAN) o Received for Record (REC)

• Description

o The description should be brief and concise. Consider how the file will be searched in 10 years.

o The description for prints should include information usually found in the title block, the drawing details and a location.

o The description for other documents should describe the nature of the subject of the document and a location if appropriate.

o Floors should be designated as abbreviated numbers. For example, the basement, first and second floor should be designated as “B 1ST 2ND”. Do not use “B,1,2”.

o Rooms should be designated as room and number(s). For example, Room 3, 4 and 5 should be designated as “RM 3 4 5”. Do not use commas between room numbers.

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o See table below for other acceptable shortcuts and abbreviations. Full Name Abbreviation First (floor) 1st Second (floor) 2nd Third (floor) 3rd Americans With Disability Act ADA Air Conditioning AC Basement B Building BLDG Computer COMP Demolition DEMO Description DESC Electromagnetic Field EMF Equipment EQUIP Floor FLR Heating, Ventilation, Air Conditioning HVAC Information INFO Installation INSTALL Master Format MF MF Mechanical MECH Public Address PA Original Construction Set OCS Renovation RENO Room(s) RM(S) Street ST Temperature TEMP Uninterruptible Power Supply UPS

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o Avoid using spaces except for in the description. Some software will not recognize file

names with spaces. Other options include: Camel case, where the first letter of each section of text is capitalized, e.g.

FileName Dashes, e.g. file-name No separation, e.g. filename Do not use Underscores, e.g. water_closet

4. Facilities Drawings File Naming Convention

Drawing Type Required File Name** Bound By

Drawing, Record* REC_Bldg#_Project#_Date_DGS#_DISCIPLINE DESIGNATOR_DESCRIPTION Discipline Designator

Drawing, As-Built* ABD_Bldg#_Project#_Date_DGS#_DISCIPLINE DESIGNATOR_DESCRIPTION Discipline Designator

Drawing, Block Plan* BLK_Bldg#_Project#_Date_DGS#_ _DESCRIPTION** 1 pdf per drawing

Drawing, Master System (One Lines)* MSD_Bldg#_Project#_Date_DGS#_DISCIPLINE DESIGNATOR_DESCRIPTION Discipline Designator

Drawing, Issued for Construction IFC_Bldg#_Project#_Date_DGS#_DISCIPLINE DESIGNATOR_DESCRIPTION 1 pdf per drawing

Drawing, Shop* SHD_ Bldg#_Project#_Date_DGS#_ DISCIPLINE DESIGNATOR_DESCRIPTION pdf per type

Drawing, Bid Set BSD_Bldg#_Project#_Date_DGS#_ DISCIPLINE DESIGNATOR_DESCRIPTION 1 pdf per drawing

Drawing, Issued for Final Review IFR_Bldg#_Project#_Date_DGS#_ DISCIPLINE DESIGNATOR_DESCRIPTION Single pdf

Drawing, L&I Set (Labor and Industry) LID_Bldg#_Project#_Date_DGS#_ DISCIPLINE DESIGNATOR_DESCRIPTION Single pdf

Drawing, Permit, non-L&I PRD_Bldg#_Project#_Date_DGS#_ DISCIPLINE DESIGNATOR_DESCRIPTION Single pdf

Drawing, Design Development DDD_Bldg#_Project#_Date_DGS#_ DISCIPLINE DESIGNATOR_DESCRIPTION Single pdf

Drawing, Schematic Design SDD_Bldg#_Project#_Date_DGS#_ DISCIPLINE DESIGNATOR_DESCRIPTION Single pdf

Drawing, Feasibility Study* FSD_Bldg#_Project#_Date_DGS#_ DISCIPLINE DESIGNATOR_DESCRIPTION Single pdf

* - Indicates DocFinity Naming Requirement. ** - If there is no Information in a field use double underscore with not spaces. For example, if a Record Drawing has no DGS number, it would be named REC_Bldg#_Project#_Date__Discipline Designator_Description

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5. System/Equipment Data File Naming Convention System/Equipment Asset Data Type Required File Name** Bound By

Asset Nameplate* ANP_Bldg#_Project#_Date_DGS#_MF Division#_Equip ID_DESCRIPTION Single pdf

BAS (Business Automation System)* BAS_Bldg#_Project#_Date_DGS#_MF Division#_ _DESCRIPTION (no spaces _ _) Single pdf

Commissioning Report* CXR_Bldg#_Project#_Date_DGS#_MF Division#_Equip ID_DESCRIPTION Single pdf

O&M Manual* OMM_Bldg#_Project#_Date_DGS#_MF Division#_Equip ID_DESCRIPTION Single pdf

Permit* PER_Bldg#_Project#_Date_DGS#_ _ _Equip ID_DESCRIPTION (no spaces _ _ _) Single pdf

Specifications, Bid Set BSS_ Bldg#_Project#_Date_DGS#_MF Division#_ _ _DESCRIPTION (no spaces _ _ _) Master Format Division

Specifications, Issued for Final Review IFS_ Bldg#_Project#_Date_DGS#_MF Division#_ _ _DESCRIPTION (no spaces _ _ _) Single pdf

Specifications, L&I Set (Labor and Industry) LIS_ Bldg#_Project#_Date_DGS#_MF Division#_ _ _DESCRIPTION (no spaces _ _ _) Single pdf

Specifications, Permit, non-L&I PRS_ Bldg#_Project#_Date_DGS#_MF Division#_ _ _DESCRIPTION (no spaces _ _ _) Single pdf

Specifications, Schematic Design SDS_ Bldg#_Project#_Date_DGS#_MF Division#_ _ _DESCRIPTION (no spaces _ _ _) Single pdf

Specifications, Design Development DDS_ Bldg#_Project#_Date_DGS#_MF Division#_ _ _DESCRIPTION (no spaces _ _ _) Single pdf

Specifications, Feasibility Study FSS_ Bldg#_Project#_Date_DGS#_MF Division#_ _ _DESCRIPTION (no spaces _ _ _) Single pdf

Specifications, In-Progress (Bulletin) FSS_ Bldg#_Project#_Date_DGS#_MF Division#_ _ _DESCRIPTION (no spaces _ _ _) Master Format Division

Specifications, Updated (Bulletin) FSS_ Bldg#_Project#_Date_DGS#_MF Division#_ _ _DESCRIPTION (no spaces _ _ _) Master Format Division

Submittal, Contractor CNS_Bldg#_Project#_Date_DGS#_MF Division#_Equipment ID_DESCRIPTION Single pdf

Submittal Internal Review RVS_Bldg#_Project#_Date_DGS#_MF Division#_Equipment ID_DESCRIPTION Single pdf

Submittal, Approved* APS_Bldg#_Project#_Date_DGS#_MF Division#_Equip ID_DESCRIPTION_Review Status Single pdf

Warranty* WTY_Bldg#_Project#_Date_DGS#_MF Division#_Equip ID_DESCRIPTION Single pdf

* - Indicates DocFinity Naming Requirement. ** - If there is no Information in a field use double underscore with not spaces. For example, if a Record Drawing has no DGS number, it would be named REC_Bldg#_Project#_Date__Discipline Designator_Description

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6. Project Management Data File Naming Convention

Project Management Document Type

Required File Name** Bound By

Correspondence - email, Memos, etc. COR_ Project#_Date_Company_Subject Single file

Presentations – PowerPoint PPT_ Project#_Date_Company_Subject Single file

Meeting Notes, Agenda MTG_ Project#_Date_Company_Subject Single file

Tech Docs, Sketches TEC_Project#_Date_Company_Description Single pdf

Sustainability and LEED Submission Documents

SUS_Project#_Date_Company_Description Single file

Schedules, Design Construction, Pre-Construction

SCH_Project#_Date_Company_Description Single file

Estimates EST_Project#_Date_Company_Description Single file

Reports RPT_Project#_Date_Company_Description Single file

Photographs PIX_COMPANY_SUBJECT_Date or PIX_COMPANY_SUBJECT_LOCATION

Single file

PDRB Deliverables PDR_Project#_Date_Company_Description Single file

Project Selection Team Documents SEL_Project#_Date_Company_Description Single file

Bid Related BID_Project#_Date_Company_Description Single file

Issued for Bid IFB_Project#_Date_Company_Description Single file

Bid Addenda BID_Project#_Date_Company_Description Single file

BIM BxP (Execution Plan) BXP_ Project#_Date_Company_Subject Single file

BIM Data Submittals DSB_ Project#_Date_Company_Subject Single file

BIM DIM (Design Intent Models) DIM_ Project#_Date_Company_Subject Single file

BIM Record Models RCD_ Project#_Date_Company_Subject Single file

BIM Coordination Model COO_ Project#_Date_Company_Subject Single file

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Project Management Document Type

Required File Name** Bound By

BIM Color Schemas SCH_ Project#_Date_Company_Subject Single file

BIM Block Plan Export BLC_ Project#_Date_Company_Subject Single file

BIM Visuals VIS_ Project#_Date_Company_Subject Single file

Environmental Compliance Checklist/Submission

ENV_ Project#_Date_Company_Subject Single file

RFI Attachments RFI_ Project#_Date_Company_Subject Single file

Schedules – PSU, AE, Contractor SCH_ Project#_Date_Company_Subject Single file

Daily, Safety, Environmental, QA-QC, Testing, Corrective Action, etc.

FLD_ Project#_Date_Company_Subject Single file

Certificate of Occupancy COO_Bldg#_Project#_Date_Description Single file

Testing and Balancing Report TAB_ Project#_Date_Company_Subject Single file

Budget, Estimates, Reports FIN_ Project#_Date_Company_Subject Single file

All Contract Documents CON_ Project#_Date_Company_Subject Single file

Consultant Amendments AMD_Project#_Date_Company_Subject Single file

Consultant Invoices INV_Project#_Date_Company_Subject Single file

Contractor Change Order Request COR_Project#_Date_Company_Subject Single file

Contractor Payment Application (Certificate of Payment)

COP_Project#_Date_Company_Subject Single file

** - If there is no Information in a field use double underscore with not spaces. For example, if a Record Drawing has no DGS number, it would be named REC_Bldg#_Project#_Date__Discipline Designator_Description