Reference Library

Shop Drawings & Sample Record Log

Procedure for logging & filing shop drawings:

I. Filing of Shop Drawings

Shop Drawing Logs - Logs can either be stored in the front of each spec section or at the front of the Shop Drawing Folders in a separate folder (The label for this folder is listed below, and can be printed by the Dymo LabelWriter 330 Turbo - with label template - File Folder (30327)).

Shop Drawings - Shop drawings are stored in file folders with there corresponding spec section listed on the folder label (The label for this folder is listed below, and can be printed by the Dymo LabelWriter 330 Turbo - with label template - File Folder (30327)).

• For Large Projects - More then $3 Million - A Filing Cabinet can be set up so that the indexed file folders can be organized in the drawers of that cabinet.
• For Medium Projects - $3 Million - $500,000 - Indexed file folders for each specification section should be labeled and integrated with other project files in the Office Central Filing Area.
• For Small Projects - Less then $500,000 - Indexed file folders for grouped specification sections (grouped sections are as follows: Section 1-4, 5-8, etc.) should be labeled and integrated with other project file in the Office Central Filing Area.
• Folder Content - file shop drawings by specification sections or division keeping entry numbers in order. Keep only latest submission in active files and keep previous submissions in dead storage.

Storage Space

• Office Central Filing Area - Storage of all project files should be in the Office Central Filing Area (This area is opposite the picture rail/gallery area of the office).
• No Room In Office Central Filing Area - If there is no space left in the filing area, consult with the Office Manager and possibly dead-file some older projects.
• No Room in Office - If this is not an option or if your project falls into the Large Project category consult the Principals and Office Manager about obtaining more storage space.

II. Logging of Shop Drawings and Samples

Shop Drawings

• Shop Drawing Specification - Specify in your project manual how you want your shop drawings. Specify how many prints and what size of print.
• Stamping of Shop Drawings - When you receive shop drawings stamp them with the office stamp (Located in Office Central Supply Area on the second shelf from the top - left hand side.) the same day that you received them and assign each sheet, page, booklet, etc. an identifying number.
• Logging of Shop Drawings - Log all shop drawings into the GNR Shop Drawing and Sample Record Log. (This log can be found in the Central Office Filing Area - in the filing cabinet closest to the exit and in the top drawer, or on the Office Website Site under GNR Office - Project Files - 0000.00)
• Consultants and Shop Drawings - Stamp and number the drawings before sending the corresponding shop drawings to the respective consultant(s) (Send consultant all of the shop drawings except for 1 reference print). The consultant(s) will mark their comments and keep 1 print for their records and then they will send all remaining materials back to the Architect.
• Reference Print Usage - Use the reference print to check and mark-up. Then transfer all comments to the other materials.
• Final Log - Log final actions, file the record print, and return remaining materials to the Contractor.

 

Samples

• Samples Specification - Specify in your project manual how you want your samples. Specify how many samples and what size of sample.
• Stamping of Samples - When you receive samples stamp them with the office stamp (Located in Office Central Supply Area on the second shelf from the top - left hand side.) the same day that you received them and assign each sheet, page, booklet, etc. an identifying number.
• Logging of Samples - Log all Samples into the GNR Shop Drawing and Sample Record Log. (This log can be found in the Central Office Filing Area - in the filing cabinet closest to the exit and in the top drawer, or on the Office Website Site under GNR Office - Project Files - 0000.00)
• Consultants and Samples - Stamp & number the drawings before sending the corresponding samples to the respective consultant(s) (Send consultant all of the samples accept for 1 reference sample). The consultant(s) will mark there comments and keep 1 sample for there records and then they will send all remaining materials back to the Architect.
• Reference Sample Usage - Use the reference sample to check and mark-up. Then transfer all comments to the other materials.
• Comments and Actions - Any comments or actions should be sent to the Contractor by letter. For Large Projects a form letter could be composed. Mark that action was taken on the final log by entering the letter "L" in the date returned column and file letter in the Correspondence File.
• Final Log - Log final actions, file sample, and return remaining materials to the Contractor.

 

Record Log Procedure - See Next Page for example

III. General Notes about Shop Drawings and Samples

Review and Act - Review and act upon all submittals promptly.

Office Filing System - Follow the above noted procedures and office filing standards. Keep a copy of everything.

Design - Don't design the project with submittals.

Hesitation and Help - Don't accept any submittals if you're the least bit concerned, hesitant, etc. or if you need additional information or other corresponding submittals. Get help! (Field Modifications are very costly)

Be Bold - When marking Shop Drawings and Samples for return to the contractor, use a red felt tip and be bold! Make your marks obvious by placing a revision bubble around all marks and comments.

Colors and Shades - When reviewing color samples look at them under the same light with which they appear in the completed project.