Naming, versioning, and folder conventions.
Consistent filenames stop rework and speed approvals. This page defines a simple index structure, codes/prefixes, and version/date stamps so every drawing, certificate, or SAT photo can be traced. Use discipline tags and page/figure numbering that match specs (852), evidence standards (716), and submission packs (938). Good naming keeps HVM bollard and crash rated bollard documentation audit-ready from design to handover (736). Include one-sentence context that naturally links upward to the parent hubs (this section and the chapter hub). Add SIRA context with a link to SIRA Bollards (UAE) when relevant. Link installation pages only if helpful: What to Expect and Installation Guide.
Important: This is a general guide. For live projects we develop a tailored
Method Statement & Risk Assessment (MS/RA) and align with authority approvals (e.g., SIRA) where in scope.
911.1 Purpose of the scheme
Consistent names make reviews fast and keep HVM bollard and crash rated bollard evidence traceable across teams (444, 717).
Clear, predictable names reduce back-and-forth during reviews and prevent document mix-ups across design, site, and commissioning teams. They also make it easy to cross-check evidence in the Evidence Capture Standards (716) and in authority submittals (717). Use the same Page ID that appears on relevant Learn pages so reviewers can jump straight to context.
Adopting a site-wide convention also improves audit readiness. When filenames carry the status and revision, reviewers know whether a file is a draft or Issue-for-Use. That matters for safety devices & measures, where a wrong ITP version or outdated SAT photo can stall acceptance.
| Element | What it conveys | Example |
|---|---|---|
| PageID | Where it maps in this guide | 911 |
| Discipline | Team or domain | STR / ELE / CTR |
| DocType | Format or purpose | CALC / DWG / ITP |
| Subject | Noun phrase focus | FoundationChecks |
| Rev | Status + number | D3 / A1 |
911.2 Filename structure
Use PageID-Discipline-DocType-Subject-Rev. Example: 332-STR-CALC-FoundationChecks-R2. Page IDs align with this guide.
Keep the pattern strict: PageID-Discipline-DocType-Subject-Rev. For example, calculations supporting foundations (333) should reference the design-load explainers (331) and the foundation types page (332). Using the same PageIDs in filenames and in your document titles means reviewers can cross-check sources quickly.
911.3 Versioning & revisions
Prefix drafts with D, approvals with A. Maintain change notes referencing 118 and related Page IDs (115).
Use D for working drafts (D1, D2…) and A once approved (A1, A2…). Each increment must capture a short “delta” summary in the file header and in the transmittal. Keep a running trail in the central change log (118) and cite the numbering rules (115). This avoids “silent” edits and supports forensic traceability during submission reviews.
911.4 Metadata & coversheets
Embed title blocks with Page ID, project, author, date, status. Coversheets reduce submittal ping-pong (938).
Every drawing, calc, or report should carry a populated title block and a coversheet that lists the submission index, revision, and reviewer checkboxes. This standardizes hand-offs to authorities (see 717) and reduces queries. For UAE projects that go to SIRA, keep Arabic/English headings per your bilingual policy and add a brief SIRA note with the project’s Site ID.
911.5 Folder hierarchy
/01_Design/02_Site/03_Commissioning/04 O&M. Mirrors lifecycle (211–219, 631–639, 733–739).
Structure the root as: /01_Design, /02_Site, /03_Commissioning, /04_O&M. Inside each, mirror the deliverables. For example, Design holds drawings and calcs tied to 210–219; Commissioning holds checklists and evidence from 631 to 639; O&M keeps manuals and training tied to 733 through 739.
911.6 Linking drawings & calcs
Cross-reference 931 drawings to 331–333 calculations. Keep crash rated bollard dependencies visible (421).
On each drawing (931), include a note referencing the supporting calc set (331–333) and any rating-critical dependencies (421) like footing dimensions or sleeve types. This prevents a mismatch between a crash test claim and the installed details.
911.7 Naming for photos/videos
PageID-ITPLine-YYYYMMDD-HHMM-Location. Evidence aligns to 716 acceptance.
Use: PageID-ITPLine-YYYYMMDD-HHMM-Location. Example: 634-L3-20251024-1430-EastGate. Include wide→detail sequences for context and ensure timestamps match the ITP line you’re closing. File all media under /03_Commissioning/Evidence with a day folder and a simple index.csv capturing who shot it and the witness initials (see 938).
911.8 Redlines & as-builts
Suffix with -RED then -ASB. Preserve history for SAT/handovers (638, 736).
When marking changes, duplicate the last approved drawing and add -RED to the filename; attach a redline overlay. After incorporation, issue -ASB for as-built status and index it in the SAT witness pack (638) and the Handover Pack Index (736).
911.9 Archive & retention
Closeout under 739 with index CSV. Retrieval supports audits and warranties (733, 854).
At closeout (739), freeze a read-only archive with a top-level archive_manifest.csv and checksums for key PDFs, videos, and firmware. Store O&M manuals (733) and warranty information (854) alongside a evidence index to speed retrieval years later.
Related
External resources
911 File Index & Naming Rules — FAQ
What’s the simplest valid filename format?
Use
PageID-Discipline-DocType-Subject-Rev. Example: 332-STR-CALC-FoundationChecks-D3. Keep each part alphanumeric with dashes only; avoid spaces.How do I name photos for SAT evidence?
Follow
PageID-ITPLine-YYYYMMDD-HHMM-Location, e.g., 634-L3-20251024-1430-EastGate. File them under /03_Commissioning/Evidence and add rows to your daily index CSV.When do I switch from D to A revisions?
Use D (D1, D2…) for drafts under review. After formal approval, increment to A1 and continue (A2, A3…) for any new approved issues. Record the change in the change log.
What belongs in the archive at project closeout?
Freeze a read-only copy with an archive manifest CSV, final A-series PDFs, native sources, SAT media, O&M manuals, warranties, and checksums. Keep the folder structure and filenames intact for traceability.