At SALA Architects, we’ve been using ArchiCAD since v6.5 (1999). However I didn’t join the firm until 2007, at which point I spearheaded the transition of a hodgepodge of v8.1 users following no uniform procedures to a larger number of v11 users following company wide standards. We are now approaching the next big transition period. Over the next year we’ll be moving first to version 14 and then quickly to version 15 (whenever it comes out). For the most part my coworkers are very good at following the standards I’ve developed (and discuss frequently on the blog). The jump to the latest version will be a great time to clarify some procedures and fix bad habits. The importance of file names is one of those bad habits I’d like to tackle. Much like backup procedures and following good standards within ArchiCAD, proper file naming and file storage is critical for retrieving data from old projects. I always cringe a little when I need to dig up files from before 2007. I rarely have complete confidence that I’ve opened the correct file and not some 95% CD set or post construction variant. Or even if I am sure that I have the right file, it always takes longer to find than it should because the folder structure is inconsistent.

So this is what I do…

FILE NAMES AND FOLDER ORGANIZATION:
–       project folder\ArchiCAD\project.pln
-       project folder\ArchiCAD\backups\year\date\project.pln

EXAMPLE:
–       Ben and Elizabeth Rumson residence
-       11006 Rumson residence\ArchiCAD\Rumson residence.pln
–       11006 Rumson residence\ArchiCAD\backups\2011\020611\Rumson residence.pln
–       11006 Rumson residence\ArchiCAD\backups\2011\020711\Rumson residence.pln

DO’s AND MOSTLY DON’Ts:
-       Keep file naming convention simple and consistent: Client residence.pln
–       Don’t complicate file names. Anything that resembles the file names below is wrong:

client_residence-current.pln
_clientresidence_May12.pln
clientresidence.revised_jared_07212009.pln
Ihatethisclientbuttheypaywell_I’mbitter_active-new.pln

–       I do like adding residence or cabin or retreat or remodel as a second descriptor term in the file name. It makes looking back at an old file easier to understand. At SALA we often have repeat clients or clients with similar names. So over the years we might have Rumson Remodel, Rumson Residence, Rumson Mountain Retreat, and Rumson Guest house. It makes sense to name the files as such. Think of it this way: file name = project name.
–       Avoid renaming a file. If you rename a file it makes linking files less effective. Your file should be named the same and remain in the same location for the duration of the project. The same goes for linked files, whatever their format.
–       My file names show up on my title block. This makes finding a file from 3 years ago easier. The printed set has its file name on it. Your client and contractor will see this. If you follow the above steps, the file is clearly labeled and easy to locate (and not something foolish or embarrassing).
–       On a mac, right click on a file and select get info. It’ll tell you when the file was last saved. On a PC you can get properties to tell you the same information. Either way, it tells you the date. This is much more reliable than a user labeling the file with a date (see my list of unacceptable file naming conventions above). Backup files should be organized by properly named folders and checking when the file was last saved.
–       Don’t put a .pln file on your desktop. Always put .pln files in a project folder. Unorganized files are harder to track, suspect and vulnerable to mistakes. Everything BIM needs Accountability & Standardization, even file names and folder structures.

TWO FINAL COMMENTS:

1.) Eric Bobrow has a similar solution that he mentions in his comment at the end of this post. The major commonalities are consistent current file name and standardization. Personally I like keeping all the file names the same because if you ever have to swap out the current file with yesterday’s file, then there’s no renaming of files necessary. And more importantly if you need to reprint something from the bid set, you don’t have to worry that file name changes are going to cause issues.

2.) Whenever possible reference and use Paint Your Wagon for all your generic standard name info and blog post examples.