Keys to classifying project files
Contributed by Tara L. Nelson, Renaissance 3 Architects PC
Chapter 5.12
Explore how Renaissance 3 Architects organize their project files using the following classification system. Architecture firms can follow this structure or create a similar taxonomy to better manage their project files.
A sample project file system taxonomy
Organizing project files, whether paper or electronic, can be a formidable challenge for any firm. Renaissance 3 Architects, a firm of 15–20 employees, has developed the following taxonomy for its project files. Project architects use this checklist at the beginning of every new project, selecting the file folders that are likely to be needed. Administrative and IT staff can then set up the necessary file folders.
3.0 Project Management
3.1 Project Directory
3.2 Drawing List
3.3 Project Checklist
3.4 Project Fee Analysis
3.5 Project Cost Analysis and Estimates
3.6 Project Schedules and Phasing
3.7 Building Areas/Statistics
3.8 Quality Assurance Reviews
3.9 Constructability Reviews
3.10 Project Contract Documents
3.11 Electronic Drawing Media Release
3.12 Drawing/Electronic Media Request Form
3.13 Project Archiving System
3.14 Project File Organization
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4.0 Code/Approvals
Chronological files containing code research, submittals, approvals, and all related correspondence, and transmittals
4.1 State Dept. of Labor Approvals
4.2 Township/City Approvals
4.3 BOCA/Code Research
4.4 Miscellaneous Approvals
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5.0 Correspondence
All correspondence is arranged in reverse chronological order. All transmittals, unless there are no accompanying pages, are to be stapled to the back of the letter or correspondence with which they are transmitted.
5.1 General Correspondence
Used only for smaller projects, where this is the only correspondence file
5.2 Architect Correspondence
5.3 Owner Correspondence
5.4 Construction Manager / Contractors Correspondence
5.5 Subcontractors Correspondence
5.6 Miscellaneous Correspondence
5.7 Geotechnical/Surveyor Correspondence
5.8 Civil Engineer Correspondence
5.9 Landscape Architect Correspondence
5.10 Structural Engineer Correspondence
5.11 Mechanical Engineer Correspondence
5.12 Electrical Engineer Correspondence
5.13 Food Service Consultant Correspondence
5.14 Audio-Visual Consultant Correspondence
5.15 Technology Consultant Correspondence
5.16 Tenant Correspondence
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6.0 Meeting Reports/Memos/Notes
6.1 Meeting Reports
6.2 O-A-C Meeting Minutes (Owner-Architect-Contractor)
6.3 Miscellaneous Meeting Notes
6.4 Telephone Conversation Memos
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7.0 Project Information
7.1 Owner-Provided Information
7.2 Existing Drawings/Photographic Information
7.3 Architectural Information
7.4 Site/Civil Information
7.5 Structural Information
7.6 HVAC Information
7.7 Plumbing/Fire Protection Information
7.8 Electrical Information
7.9 Product/Equipment Information
7.10 Building Environmental Information
7.11 Green Building/LEED Information
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8.0 Site
8.1 Site Information / Site Evaluation
8.2 Geotechnical Engineering
8.3 Site Survey
8.4 Site Environmental Assessment
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9.0 Predesign
9.1 Existing Conditions Information
9.2 Building and Site Evaluation
9.3 Feasibility Analysis
9.4 ADA Analysis
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10.0 Programming
10.1 Programming Surveys
10.2 Program Information
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11.0 Drawings and Supplemental Drawings
11.1 Drawing Logs
11.2 Working Drawings (.dwg)
11.3 X-ref Drawings (.dwg)
11.4 Consultant Drawings (.dwg)
11.4.01 Site and Landscape
11.4.02 Structural
11.4.03 Mechanical
11.4.04 Electrical
11.4.05 Telecommunications
11.4.06 Food Service
11.4.07 Other Consultants
11.4.08 Owner’s Consultants
11.5 Plots (pdf)
11.6 Current Set (pdf)
11.7 Transfer and Zip Files
11.8 Manufacturer Downloads
11.9 Images
11.10 Miscellaneous Drawings
11.10.01 Design Sketches
11.10.02 Presentation Sketches
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12.0 Specification Data
12.1 Specification Outline and Miscellaneous Data
12.2 Division 1–General
12.3 Division 2–Site
12.4 Division 3–Concrete
12.5 Division 4–Masonry
12.6 Division 5–Metals
12.7 Division 6–Wood and Plastic
12.8 Division 7–Thermal and Moisture Protection
12.9 Division 8–Doors and Windows
12.10 Division 9–Finishes
12.11 Division 10–Specialties
12.12 Division 11–Equipment
12.13 Division 12–Furnishings
12.14 Division 13–Special Construction
12.15 Division 14–Conveying Systems
12.16 Division 15–HVAC, Plumbing, and Fire Protection
12.17 Division 16–Electrical
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13.0 Specifications
13.1 Outline Specification
13.2 Full Form Specification
13.3 Small Project Form Specifications
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14.0 Bidding / Construction Procurement
14.1 Bidders Lists
14.2 Bid Tabulation/Bids
14.3 Subcontractor Scope Letters/Invitation to Bid
14.4 Contractor Selection/Qualifications
14.5 Miscellaneous Correspondence
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15.0 Construction Administration
15.1 Requests for Information
15.2 Addenda
15.3 Modifications/Supplemental Instruct/Construction Change Directives
15.4 Change Orders
15.5 Supplemental Drawings
15.6 Applications for Payment
15.7 Certificate of Substantial and Final Completion
15.8 Project Record Documents
15.8.01 Record Specifications
15.8.02 Record Drawing Set
15.9 Construction Progress Documentation
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16.0 Submittals
16.1 Submittal Logs
16.2 Test Reports
16.3 Submittals–Division 1–General
16.4 Submittals–Division 2–Site Construction
16.5 Submittals–Division 3–Concrete
16.6 Submittals–Division 4–Masonry
16.7 Submittals–Division 5–Metals
16.8 Submittals–Division 6–Wood and Plastics
16.9 Submittals–Division 7–Thermal and Moisture Protection
16.10 Submittals–Division 8–Doors and Windows
16.11 Submittals–Division 9–Finishes
16.12 Submittals–Division 10–Specialties
16.13 Submittals–Division 11–Equipment
16.14 Submittals–Division 12–Furnishings
16.15 Submittals–Division 13–Special Construction
16.16 Submittals–Division 14–Conveying Systems
16.17 Submittals–Division 15–Mechanical
16.18 Submittals–Division 16–Electrical
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17.0 Punchlists
17.1 Punchlists, Sitework
17.2 Punchlists, Architectural
17.3 Punchlists, MEPS
17.4 Punchlists, Food Service
17.5 Punchlists, Other
About the contributor
This Best Practice is a contribution of SDA (Society of Design Administration).
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