Managing Codes & Standard, Tools to use, Work Flow, My View

[DM2]

Managing codes and standards can be a challenge. To manage my codes and standards, I use the following tools:

1. "FileReName.xls" - This is an excel spreadsheet that will aid in renaming files to your own file naming convention. To use the tool, you simply enter the directory path, in the cell provided and the spreadsheet provides the list of files in that directory in the 1st column, prompting you for a new name in the associated cell to the right. The spread sheet will automatically protect itself with each new "Fetch". You'll need to remember to "Un-protect" the spreadsheet before renaming each file. I typically use a formula to get the file name I want, or use "Search & Replace" to make typical changes to a series of files
2. Elcom's PDF Password Recovery - Attached also is Elcom's password recovery tool. I've written a batch file to use this tool, because the program wants to add "_de-crypted" to the end of each file name forcing me to remove the text. The batch file runs based on directory structure of "D:\Publishing\Passwrd", which is where I temporally store all password protected PDF files. This same directory also has a sub-directory named "Done". The batch file processes each file, 1 by 1, and if they're protected places an unprotected copy in the "Done" directory using the original file name. When I'm done I copy the unprotected files back to the directory "D:\Publishing\Passwrd" and allow the move process overright all the old files to make sure that none of the original files, which may not have been password protected, are the only files on my system.
   
3. Process each file using Adobe's scripting routine to set the "Opening Parameters" of each file to: a) Open with Bookmarks; b) Single Page; c) Fit Page. Acrobat Pro allows you to select multiple files so the process is somewhat automated.
   
4. I have a plug-in for Acrobat from "AutoBookmark™ plug-in" that I used to "Export" all of the book marks, assuming they exist. This exports them to a text file in the same directory. I do this because sometimes the next process accidentally deletes the book marks and I need a "fall back position".
   
5. I use Foxit Phantom PDF to fix and/or reduce the file size of PDF's. I don't run this on PDF with high quality graphics, because if not configured correctly, it will reduce the quality of pictures in the PDF. Foxit does a much better job on damaged PDF's than Acrobat. Many times the bookmarks added by the developer, don't follow the process correctly. NFPA standards are one example. Foxit fixes the structure of the PDF when you "Save" the PDF (something that Acrobat doesn't do).
   
6. Using AutoBookmark, I can then select a "Table of Contents" and automatically generate book marks. The process can be tricky, but it's a great time saving tool.
   
7. File Naming
   
   1. ) I name all my codes and standards with the original standard body's name. For example ANSI is never used, even though some standards are accepted by ANSI, because ANSI doesn't develop standards.
   2. ) I used a descriptive abbreviation of the standard name (normally because the full name would violate the ISO file naming convention). I try to limit the file name to no more than 64 characters (including the file extension).
   3. ) If the directory they're to be placed in is a two word name, I separate the name with an Underscore rather than a space. This is because when you copy entire directories to a different machine that span directories don't always work with the directory name has a "space". The links like to have one contiguous text string without spaces so there isn't any confusion between a directory and a file name.
   4. ) The file name places the "Edition" at the end of the file name so is sorts by the standard name (i.e. NFPA 72.....- 2010.pdf"). This way all of the standard are grouped together in numerical order when looking at them using Windows Explorer appearing like:
      
      NFPA 70 - National Electrical Code - 2008 Handbook.pdf
      NFPA 70 - National Electrical Code - 2008.pdf
      NFPA 70 - National Electrical Code - 2011 Handbook.pdf
      NFPA 70 - National Electrical Code - 2011.pdf
      NFPA 70 - National Electrical Code - 2014 Handbook.pdf
      NFPA 70 - National Electrical Code - 2014.pdf

The link below is to a ZIP file with the following files:

• FileRename.xls
• Elcom PDF Password Recovery Pro 5.0.6.ZIP
• Evermap Adobe Acrobat 11 Plugin.zip

The file requires a password: egpet.net

[link Point to another website Only the registered members can access]

[Sajid Ali Khan]

Dear DM2,

Thanks to what you have mentioned and I am augmenting it with my opinion and experience. You are absolutely right on your view that managing codes and standards can be a great challenge. It is a daunting task acquiring, categorizing, avoiding duplications, updating, indexing both to keep as Library and most important to utilize them professionally in design and engineering as well as helping colleagues and friends.

I consider Engineering Standards (ES) as a valuable professional asset and feel that the more the standards are organized, the more convenient and faster it is to refer to them, seek authentic reference, resolve conflicts etc. In my opinion the best way is to use a relational database for indexing, searching, and cross referencing ES that is what myself and some of our dear contributor colleagues in the Egpet community are apparently doing.

I am doing and using a small database called Bookcat that is primarily modeled on managing a large books library. Bookcat is free for all versions except the latest, easy to use and learn, provides information on your collection in host of different ways etc. Due to the data input requirements in Bookcat. I first of all make an excel index of the newly acquired Standards, import the csv files in Bookcat and the index is ready to use. The actual standards files are kept in separate directories.

The typical metadata on which most of my standards are indexed is as follows: Standards Body, Category, Standard No, Standard Title, Type, Publication Year, Category, Sub Category, Equivalent Standard, Text Y/N, Pages, Date Acquired, Location, Custom 1, Custom 2.
The obvious problem comes in extracting data to fill in the metadata. Sometimes the standards already include partial indices suiting some of my metadata, Otherwise, I also use software tools to extract, segregate and separate data etc. If all the metadata for any standard either cannot be extracted or too resource intensive, the most important is usually not much of an issue.

Some of my friends may comment, why all the hassle when widows search and full text search tools are already available, Believe me these search tools do not substitute or provide the right information that a database can give. The most rewarding part of all the exercise come when I am desperately looking for an ES or a particular clause for my own work needs or am expected to provide, references in the shortest time, then all the time spent in the indexing exercise is really paid back. As a Project Engineer in Oil and Gas, Fertlizer, Power Generation, Steel making, Projects of varied nature, Professional Trainings on Standards etc these standards assist me immensely in my profession.
The exposure to Standards and the above exercises have helped me further in:
1. The global picture of standards.
2. Getting an overall view of the Standards activities happening around the World
3. The domain and limits of each standards body.
4. The hierarchies, comparisons, and differences etc.
5. The intellectual prowess of the formulating countries, their philosophies and approaches etc.
To Egypet community especially the committed contributors I owe a lot, I have tried to contribute, but that is much smaller than what I have received.