Reports and Presentations - Construction Project Scheduling and Control - page 261

4. For projects that require periodic updating, always make a copy of the sched-
ule before updating the schedule. The names of the schedules must follow a
pattern that represents the company's policy. The old Oracle Primavera P3
allowed only four characters for a file name. One good practice was to use
two alpha characters to identify the project and two numerical characters to
indicate the number of the update (starting with the baseline, 00). Oracle
Primavera P6 and MS Project do not have this limitation and allow almost as
many characters as the user desires. However, the scheduler must still choose
a pattern for naming project schedule files and should use it consistently. All
versions of a project schedule should be stored in an organized and systematic
way. An example follows:
When limited to four characters (P3):
C:\Schedules\Tampa\OfficeBuilding\OB00
..................................\OB01
..................................\OB02
.........................................
C:\Schedules\Orlando\SmithBuilding\SB00
................................... \SB01
................................... \SB02
.........................................
When not limited to four characters (P6 or MS Project):
C:\Schedules\Tampa\ShoppingCenter\TpaOfficeBldg00
....................................\TpaOfficeBldg01
....................................\TpaOfficeBldg02
.....................................................
C:\Schedules\Orlando\CityGarage\OrlandoCityGarage00
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . \OrlandoCityGarage01
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . \OrlandoCityGarage02
.......................................................
5. Many documents are scanned and stored, mostly in PDF format. If this doc-
ument is mainly text, try to scan it as a text, not image, file. This not only may
reduce the storage size of the document, but more importantly enables the
system users to search for keywords. Even text documents that were received
as image can be converted to text using Adobe or other programs.
6. When making a copy of the schedule (or any project-related file) on a CD
or DVD, label or identify it with the project name, version, and date. Don't
store any unlabeled CDs/DVDs that are loaded with data.