Drawing and Document Information

Document Repository and E-Sign

The Document Repository is an Electronic Database program designed to manage, retain and archive Engineering drawings and documentation requiring control and recording. Users can review and download Engineering documentation, upload documentation for signature, and request copies from the Document Control office.  

The E-Sign Process is a function of the Repository which allows document authors to upload Engineering documents for signature prior to release.  Documents uploaded into the repository will display one of the following symbols indicting the status of the document:

The program is available to JLab account holders and can be accessed through the INSIGHT page under the Popular Applications section or by clicking Document Repository and E-Sign 

To learn more about the Document Repository or E-Sign, click on this Tutorial link.

 


Document and Drawing Number Guidance:

Drawing Number Conventions vary by engineering group, the following standards apply to all JLab documents:

  • Each document and record have a unique identifier
  • Each document has a revision to distinguish changes made
  • A list of document numbers is available 

For a description of the various document numbering schemes for each applicable area of JLab Engineering, see Appendix B of the Conduct of Engineering Manual (COE).


Document and Drawing Index Guidance: 

All Specifications, Statements of Work (SOW), procedures, analysis/calculations and Engineering Change Orders (ECO) entered into the Document Repository are annotated by the Document Control office into an MS Excel Database Index.

To search by document details (Name/Number, Component, Owner, Rev., etc.), go to O:\dcg\DCG_MasterLogsEngineeringDocument, choose the Group file for the document(s) required.   Native File Storage instructions and locations can be found in the COE under Appendix C: Document File Management.

 

All Drawings entered into the Document Repository are annotated by the Document Control office into an MS Excel Database Index. To search by drawing details (Date, Component, Owner, Rev., etc.), go to O:\dcg\DCG_MasterLogsDWG, choose the Group file for the drawing(s) required. CAD File Storage instructions and locations can be found in the COE under Appendix C: Document File Management.


Foreign (External) Documents

Vendor Drawings and other documents which originate outside of JLab are considered “Foreign Documents”.

  • Criteria and procedures for foreign documents are outlined in the COE Manual (See 5.2.2.1- G Documents of External Origin (Foreign)).
  • Foreign document storage is explained in the COE Manual, (See A5.2 Foreign Drawing Turn-In & Approval and A6.2 Vendor/Foreign Drawing Changes).

For assistance or questions concerning foreign documents, contact the Document Control office.

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