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Section 5: Documenting data from CAD projects#

5.6 Documenting CAD models#

Each project may produce a number of CAD models. Where standard file and layer-naming conventions are used these will be documented as part of the overall project metadata (see Section 5.3), which can be cross-referred to in this documentation. If new or modified layer-naming conventions are used in the creation of the model, these must be documented at this stage.

5.6.1 List of all files#

For each project provide a list of all files that have been produced including:

  • File name
  • Create date or date of last update
  • Copyright
  • Data format of the file, i.e. the version number
  • Description of content.

It is important to record all known copyright details in each file. In cases where data has been retrospectively captured from another source (such as a map or photograph) there may be a complex trail of ownership of copyright. It makes life easier for everyone if the process of evolution is recorded, particularly as copyright permissions may be limited for some datasets (e.g. it may be permissible to use a map for research but not for publication). When preparing a CAD model for deposit in a digital archive, it is recommended practice to link any copyright-restricted datasets as external reference files rather than embedding them within a CAD model.

5.6.2 Documentation for each CAD model#

For each model the documentation should include:

Project nameInclude the project name or title with the documentation to cross-refer to the project level documentation.
Reference numberInclude the project reference number (if any) with the documentation to cross-refer to the project level documentation.
CreatorRecord the name and address of the organisation or individual(s) responsible for creating the CAD model.
Name of CAD modelThe name of the CAD model, which will often be the name of the site.
CAD softwareThe type and version number of the CAD software used, e.g. AutoCad release 10. Give details of any updates or revisions to the software and portions of the model associated with each version.
Files usedProvide a list of files used in the model. For cross-referenced files the full file name with directory path must be recorded.
Layer conventionNote the name of the layer-naming convention used by the project and document any amendments made to this convention in the model, including changes to line type, colour, drawing elements etc.

5.6.3 Documentation for any attached external database#

Project nameInclude the project name or title with the documentation to cross-refer to the project level documentation.
Project referenceInclude the project reference number (if any) with the documentation to cross-refer to the project level documentation.
DatabaseType and version number of database used, e.g. MS Access version 2.0.
NameThe name of the database, data table or data file. This would incorporate the project reference number.
Data fieldFor each data field:
field name
any codes used
description, if coded data is used a complete list of any codes with a description of each code should be provided.
CAD fileThe name of the CAD file with which the database is linked.
Link fieldName of the linking field between the database and CAD model.
File formatThe format in which the database has been saved.
Creation dateThe date when the database was created.

Back-up files that are created while work is in progress should be stored separately, in case there is any need to restore the CAD model from a back-up during the life of the project (see Section 6.4).