RECORD DOCUMENT SUBMISSION REQUIREMENTS

Updated: Friday, October 02, 2009 02:12 PM

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UVA RESOURCE CENTER REQUIREMENTS

Project Managers please review and send on to your A/E's.
These guidelines are informed by this Supporting Documentation

At the end of each project, the Resource Center should receive:

• A full set of printed Record Drawings produced by the A/E which incorporates as-built markup from construction contractor. Record revisions should be indicated with delta reference marks (not clouds), and the drawings should be properly annotated as Record Drawings in the revision block of each sheet.
   

  • In lieu of a printed set, electronic submission of Record Drawings may be permitted at the discretion of the FP&C Project Manager, and then only if they are submitted according to the "Electronic Submission Guidelines" below.
     

• A full set of CAD files for the drawings, each corresponding to a single drawing sheet and having all of the x-refs bound to the file. If CAD fonts are utilized that are not in the standard AutoCAD group, they should be embedded into the DWG. The CAD file name should be the same as the sheet name. If you are working in a different CAD software package (e.g. Microstation), please save all files as DWG format. Submission of PDF files is appreciated and increasingly common, but not yet required.
   

• One copy of the Record Project Manual, printed and bound, with electronic files in Word or PDF format. Project Manual Record revision issue date should be marked on cover, and specifications altered by addenda should be included in final (not marked-up) format.

Project Managers should be aware that:

• Shop Drawings for life-safety topics and building automation should  be forwarded to the Resource Center where they will be archived, scanned, and kept in the collection.
   

• Submittals for ALL DISCIPLINES including paint, ceiling tiles, HVAC equipment, etc, should be sent to the Resource Center to be scanned and saved instead of being sent to Fontana for long-term storage.
   

• O&M Manuals for all equipment should be sent to the Resource Center to be archived, scanned, and given to Facilities Operations or Health System Physical Plant to pass on to the appropriate individuals.

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ELECTRONIC SUBMISSION GUIDELINES

Preparation of Electronic Files for Printing

• Drawing File Types
   

  • Drawing files for printing must be PDF or TIFF file types.
     

  • Record Drawing submissions also require AutoCAD (.dwg) files.
     

• Drawing File Names
   

  • File names should begin with a sequential 3 digit number string—001, 002, 003… (Do not leave off the leading zeros).
     

  • Following the leading 3 digit number, the filename should contain the name of the drawing sheet. For example – “001-T0.1, 002-T0.2, 003-C1.01, 004-C1.02...”
     

• Single Sheet per Drawing File
   

  • PDF drawing sets should not contain multiple sheets. Each sheet of the set should be a separate file. (Multi-drawing PDFs can become corrupted or cause printing problems.)
     

• Converting CAD files to PDF files
   

  • Do not use the “Convert to Adobe PDF” menu option or toolbar button in AutoCAD; this will produce files that could be incompatible with some commercial reproduction equipment. Drawing sets produced in this way may not contain all the information you intended to communicate to your clients in your design work.
     

  • When producing PDFs of your drawing sheets from CAD files, use the plot command—just as you would to plot a paper copy—and select “Adobe PDF” in the drop-down printer/plotter menu. This is the best and most accurate way to ensure that your PDFs will display all of the information correctly.
     

• Folders for Disciplines
   

  • In certain cases your project may be very large and involve discipline-specific drawing subsets produced by outside firms (civil engineers, landscape architects, mechanical engineers). These subsets can be contained in numbered subfolders. The files inside should be individually numbered according to the naming protocol given above.
     

• Specifications
   

  • Submit specification sections as multi-page PDF files or Microsoft Word .doc or .docx files.
     

  • Files for Division 0 must be numbered so as to be assembled correctly. For example: 001-Cover, 002-ToC, etc.
     

  • Divisions 1-15 (or 1-35) should also be one file per section.
     

  • All sections should have an even number of pages such that, when combined, the files can be printed into one book with double-sided pages, sections beginning on the right, and any other appropriate formatting.
     

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UVA CAD Layering Standards

UVA FM Civil CAD Standards 2008

UVA CAD Layers

United States National CAD Standard

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Please direct questions to:
Facilities Management Resource Center
Send us an email
or call (434) 982-5884