File System Guide for Archived Drawings The drawing files contain thousands of drawings, some dating back to the early 1900's. The following instructions should enable you to find and review drawings. 1.  Identify The Building Block Number Each block on campus was assigned a number by the original survey for the area of campus "Portland Addition." Smith Memorial Student Union is Block 200, for example, while the Helen Gordon Child Development Center occupies Block N1/2B (aka Block 301). Drawings which pertain to the campus as a whole or involve many buildings are filed under "Block 100" or "101." Drawings are filed by block numbers. See the Campus Alphabetical Building list. 2. Review the File Guide System Guide Index The index consists of a Web Page database for each building on each block. Drawings are divided into two main categories under each block number:  1) Consultant Drawings, and 2) Facilities Drawings. This is intended as a logical break Consultants generally prepared definitive projects as bid packages and Facilities staff prepared a variety of small projects of limited scope A. Consultant Drawings In most cases, the Drawings Index will list the block number, project number, building name, and building mailcode and the consultant or consultant's team at the top. Below, the following  items should appear: 1. The Block Number and Project Number (e.g., 200.1 would be the first project on Block 200, 200.2 the second, etc.) 2. The Project Name and a description of the drawing's contents 3. The Drawing Sheet Number and Sheet Name as it appears on the consultant's drawing 4. The Dates the drawings were issued 5. The Sizes of the drawings B. Facilities Drawings The block number and building code will appear at the top, with drawing number, project description, date, and size below. In-house drawings are classified by the following types of work and are generally filed in date order:                             R - Remodel                             A - Architectural                             D - Detail                             M - Mechanical                             E - Electrical                             CD - Control Documents (usually HVAC Controls)                             ECD - Elevator Control Documents                             N - Floor Plan Base Sheets (These are ACAD Floor Plan Bases)                             DS - Design Studies (these are usually unbuilt projects) The File System Guide will always list the drawings under a particular block number and building in the above order. Note that remodel (R) drawings often contain electrical, mechanical, and architectural details on the same sheet. Drawing Sheet Numbers usually consist of block number, type of drawing, and sequential number of that drawing type. For example, 199-D-14 would be Neuberger Hall detail number 14. Project Name should include the room number(s) and a description of the type of work and year (e.g., Renovation of Electrical Panel, Room 92, 1985.) Drawing Size will indicate where the actual drawing is filed, as described previously. 3. Verify if the Drawing is an AS-BUILT Bid construction drawings and as-builts record drawings are often mixed together in the drawing files, so it is important to verify whether you are looking at an as-built or a copy of the bid set. As-builts obviously include many modifications made during construction and are a more accurate record of existing conditions. As-builts will carry a later date than bid sets and are usually noted as AB in the title or in the drawing description. 4.Ordering Prints. Prints of drawings may be ordered by authorized consultants through the Facilities Architectural, Engineering and Construction Services. Please call (503) 725-3738 to request prints.  Prints usually take 3 to 5 days to pull and print because part-time architectural students provide this service. 5. Reviewing Stick Files Prints of most major construction projects are hanging in the "stick files" file room in 202C University Services Building. Although these provide a rough, ready reference for Facilities work crews, they are not often as-builts, even though many of them are marked up with corrections and field changes.. 6. Instructions for finding drawings in Facilities The size is the most important item for finding the drawing, because drawings are filed according to size, in the following five locations: A) The Hanging Files: Drawings 18" x 24" (C size) 24" x 36 " (D), and 30" x 42" (E) as well as others of similarly large but irregular sizes (defined as H) are hung in these files in chronological order from oldest in the rear to newest in the front by block. Large consultant drawings are stored in the hanging files in the vault 202H and in room 202C. Note that one hanging file in 202C has all the large C, D and E Facilities drawings, again by block number. B) 11" x 17" (B) drawings, mostly Facilities drawings, are filed in large manila envelopes in a wood cabinet in the vault 202H. C) 8-1/2" x 11" (A) drawings, again mostly done by Facilities, are filed in the metal five-drawer filing cabinet in the vault 202H. D) 105mm microfiche drawings, largely control and elevator studies, are in a small two-drawer microfiche file on top of the wood cabinet in the vault in Room 202H. E) Microfilm drawings and specs on most bid projects are provided to us by Dodge Scan. These are kept in the metal five-drawer file in the vault in 202H USB. We do not have a microfilm reader and arrangements must be made with the Library to use their readers. The File System Guide for Facilities Archival Drawings will list the oldest consultant drawings first, and progress to the most recent, whereas the actual drawings are stored in the hanging file, with the most recent to the front, the oldest to the rear.