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How do you handle facility design documentation and data?

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Facility design documentation and data are essential for planning, executing, and maintaining any facility engineering project. They help you to communicate your design intent, comply with codes and standards, and manage changes and risks. However, handling these documents and data can be challenging, especially if they are large, complex, or distributed across multiple stakeholders. In this article, we will discuss some best practices for handling facility design documentation and data, and how to leverage technology to make your work easier and more efficient.

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Felipe Toledo da Silva

Senior Document Controller

1 Define your document scope and standards

Before you start creating or collecting any facility design documents, you need to define your document scope and standards. This means identifying what types of documents you need, what level of detail and quality they should have, and what formats and naming conventions they should follow. You also need to establish your document control procedures, such as how to review, approve, store, and distribute your documents. Having a clear document scope and standards will help you to avoid confusion, duplication, and inconsistency in your facility design documentation.

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Felipe Toledo da Silva

Senior Document Controller
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Having a good protocol won't prevent mistakes from happening. Even with a good, concise, easy and understandable procedure you still have to take action and remind all stakeholders of the procedures, repeat it as many times they need and put yourself available when they are not sure how to proceed. Being the bridge between the person and the procedure and addressing all issues between them is the key to success.

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2 Organize your document structure and hierarchy

Once you have your document scope and standards, you need to organize your document structure and hierarchy. This means creating a logical and consistent way of grouping and categorizing your documents, such as by phase, discipline, system, or component. You also need to define how your documents are linked and referenced, such as by using cross-references, indexes, or hyperlinks. Organizing your document structure and hierarchy will help you to find, access, and update your documents more easily and quickly.

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Felipe Toledo da Silva

Senior Document Controller
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Organising structures is the best way to organise documents, but having a good filter is the best thing to avoid confusion. In a large project you may have a large structure, so if you don't have an easy way to filter and find documentation in that structure, it will cause user stress and dropout.

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3 Manage your document changes and versions

As your facility design project progresses, you will inevitably need to make changes to your documents, such as adding, deleting, or modifying information. You need to manage your document changes and versions carefully, to ensure that you have a complete and accurate record of your design history, and that you can track and trace the impact of any changes. You also need to communicate your changes to all relevant stakeholders, and ensure that they have the latest version of your documents. Managing your document changes and versions will help you to avoid errors, conflicts, and rework in your facility design.

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Felipe Toledo da Silva

Senior Document Controller
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Managing document revisions is not easy at all. You have to prevent small mistakes in typing that can lead to a duplicate, gap between revisions and status updates so you can control all phases of a project. Some think those are only small and harmless details but they can cause bigger issues in the future when you are facing an audit.

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4 Secure your document access and storage

Your facility design documents and data are valuable and sensitive assets, and you need to protect them from unauthorized access, loss, or damage. You need to secure your document access and storage, by using encryption, passwords, backups, and firewalls. You also need to comply with any legal or contractual obligations regarding your document retention, disposal, and archiving. Securing your document access and storage will help you to safeguard your intellectual property, reputation, and liability in your facility engineering project.

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5 Optimize your document creation and editing

Creating and editing your facility design documents and data can be time-consuming and tedious, especially if you have to use multiple software applications, formats, or devices. You can optimize your document creation and editing, by using tools and techniques that can automate, streamline, or simplify your work. For example, you can use templates, macros, or scripts to generate standard documents or sections. You can also use collaborative platforms, cloud services, or mobile apps to share and edit your documents in real-time and across different locations. Optimizing your document creation and editing will help you to save time, money, and resources in your facility design.

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6 Analyze your document data and performance

Your facility design documents and data are not only for documentation purposes, but also for analysis and improvement. You can analyze your document data and performance, by using tools and techniques that can extract, visualize, or interpret your data. For example, you can use dashboards, charts, or reports to monitor your document status, progress, or quality. You can also use simulation, modeling, or optimization tools to test, validate, or enhance your facility design. Analyzing your document data and performance will help you to gain insights, feedback, and opportunities for your facility engineering project.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you handle facility design documentation and data?

1

2

3

4

5

6

7

1 Define your document scope and standards

2 Organize your document structure and hierarchy

3 Manage your document changes and versions

4 Secure your document access and storage

5 Optimize your document creation and editing

6 Analyze your document data and performance

7 Here’s what else to consider

Facilities Engineering

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How do you handle facility design documentation and data?

1

2

3

4

5

6

7

1 Define your document scope and standards

2 Organize your document structure and hierarchy

3 Manage your document changes and versions

4 Secure your document access and storage

5 Optimize your document creation and editing

6 Analyze your document data and performance

7 Here’s what else to consider

Facilities Engineering

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