Jefferson Lab > Engineering > Document Control
Privacy and Security Notice

Document Control Group

Design Drawing Document Control Manual (DDDCM)

ENGINEERING DOCUMENTS DESCRIPTIONS AND DEFINITIONS

The definitions listed below serve as a guide and/or as a reference for users.

Approval Signatures approve the contents of an engineering document and grant authorization to commit JLAB funds. Digitized signatures are "not" to be substituted as actual signatures per advisement of JLAB legal counsel.

DRAWING - Foreign are used by JLAB however, originate from a source other than JLAB.

DRAWING - Preliminary are not signed or approved for construction.

DRAWING - Revision Level is the sequential capital letter, starting with the alphabet "A", appearing in the revision block of a drawing indicating a change to a previously issued drawing. Revision letters "I" and "O" should not be used. This is to avoid confusion with the numbers "1" and "0". When all single alphabets are exhausted, double letter should be used. The revision level is then indicated by "AA", "BB", etc.

DRAWING - Void is a hard copy drawing that has been removed from the Master Files. A new drawing revision level received by DCG will initiate this process. Other terms that indicate a drawing as being voided are "canceled", "changed, "obsolete", "revised", "replaced", "voided", "was", and/or requested by the originator to discontinue storage.

DRAWING - Engineering Change Order (ECO) is a form to initiate the revision process of an existing master drawing. The purpose of this form is to legitimize, record, and manage the flow of changes to a master drawing to insure archive of the most current documents.

Master is the original or latest revision level of an assigned, approved, released, engineering document.

Master Storage is the location of engineering documents maintained by DCG.

Media Bond is the type of paper used to plot preliminary or check design drawings.

Media Vellum is the type of paper used to plot final version design drawings for long term storage.

DRAWING FORMAT GUIDELINES

These guidelines provide formal and standard methodology for generating and processing design drawings. The procedures follow basic guidelines of DOD-STD-100C; Engineering Drawing Practices and industry standard documentation procedures. These procedures are intended to provide the guidelines for the construction and operational phases of the JLAB project for the various functional groups.

Drawing - Basic Standards are as follows:

Drawing - Title Format is as follows:

Drawing - Types are as follows:

Multi-Sheet drawing standards apply as follows:

TITLE BLOCK AREA
is located on the bottom, right corner of a drawing. There should be information or a "dash" or N/A" placed in each block. The various blocks are filled out as follows:

REVISION AREA is located at the upper right corner of all mechanical drawings. Any changes which result in the advancement of the revision level of a drawing is recorded here. For electrical drawings, this is included as part of the title block. The various blocks are filled out as follows:

SIGNATURES - Approval Signatures approve the contents of an engineering document and grant authorization to commit JLAB funds. Digitized signatures are "not" to be substituted as actual signatures per advisement of JLAB legal counsel.

DRAWING REVISION PROCESS

Design drawing changes are required to represent the factual, constructed components or assemblies of devices used to build and repair the JLAB machine. Specific changes to a drawing may be detailed on the revised drawing itself, if the changes are "not" too extensive, but whenever possible it is preferred that the ECO process be utilized. The original of "all" ECOs should be forwarded to DCG for record keeping purposes. When it has been determined that a drawing requires changing, refer to the following procedures:

CHANGES to a hand drawn or a vendor/foreign drawing instructions are below:

CHANGES to a non-approved or a non-issued drawing requires no formal record.

CHANGES: Initiating an Engineering Change Order

ENGINEERING CHANGE ORDER

The purpose of the ECO is to record changes to approved, issued drawings to avoid duplication of the revised concepts. Therefore, it is important to be as clear and detailed as possible. The ECO is a traceable document that describes in detail the changes to a drawing. There should be "no" accumulation of ECOs. Each ECO form element explained below:

ENGINEERING CHANGE ORDER INITIATION

ECO FORM - General Revision indicates changes that are extensive. "General revision to drawing, extensive changes" can be annotated on the ECO. A mark-up of the drawing must accompany the ECO if a general note is used.

ECO FORM -Mark-Up is a copy of the areas of the drawing to be changed. This should accompany the ECO form to ensure that changes are clear to anyone unfamiliar with the components. Deletions should be indicated with a "red" pencil, additions should be indicated with a "green" pencil, and comments to the CADD designer should be indicated with a "black" pencil. This is to eliminate any confusion on the designer's part as to what the originator wants.

ENGINEERING CHANGE ODRER FORM

ECO FORM initiates the revision process of an existing master drawing. The purpose of this form is to legitimize, record, and manage the flow of changes to a master drawing to insure archive of the most current documents. ECO Continuation sheet is used when more space is required to describe the change. Blocks to be filled out as follows:

RELEASE DRAWING TURN-IN PROCESS

JLAB drawings are approved and ready for release when all procedures are implemented and appropriate signatures are entered in the title block area and/or revision area. DCG's master drawing turn-in process takes place once a drawing has been received and approved by DCG. The latest revision level of a drawing is stored in the Master Storage area located in ARC 213.

DRAWING - Approval

DRAWING - Foreign Approval

DRAWING COPY STAMPING

Stamping a copied drawing indicates its intended use. Available stamps (black ink) are the following:

ENGINEERING DOCUMENT MASTER STORAGE

The purpose of master storage is to ensure archive and centralized storage of released engineering documents for the repair and maintenance of the machine. DCG strives to ensure record integrity and easy retreival. Master documents are defined as the original or revised original, signed, approved, hard copy document. Turn In master drawings should "not" be accepted by DCG for storage without "all" signatures in the required approval blocks. Individual groups are responsible to adhere to DDDCM. Master Drawing Storage is to insure quality of reproducibility, and longevity of master drawings, therefore "only" vellum hard copy drawings will be stored in the Master Files. All received master drawings, specifications, and ECOs are housed in the DCG, ARC 225. Master microfiche aperture cards of drawings are stored in a fire proof vault at a remote location.

Master documents are "not" accessible to customers unless escorted by DCG staff. Accessing copies of engineering documents received by DCG can be done as follows:

Prototype and Preliminary documents will "not" be stored in Master Storage. The originating groups are responsible for maintaining these types of documents.

DRAWING MICROFICHE APERTURE CARDS

The purpose of microfiche new and revised drawings is for the long term protection against loss or damage to any design related to JLAB. Each drawing will have three microfiche aperture cards made. One microfiche user set is located in DCG, ARC 225. . One microfiche master set is filed in a fireproof vault at a remote location. The process is as follows:

MANUAL REVISION PROCESS

A DDDCM standard or revision to a DDDCM standard may be initiated by any individual or any group within JLAB. When an individual or a project group desires the adoption of a JLAB standard, a preliminary type-written draft should be submitted to Terrie Fuell, M/S 2A. Incoming drafts will be logged in and given a number for tracking purposes. The following should occur: