Implementing a BIM numbering system

As part of a move to standardise drawing numbers, BS EN ISO 19650 Organization and digitization of information about buildings and civil engineering works, including building information modelling (BIM), sets out the required format to achieve this.

Its standardisation for drawings has led to the system being expanded to other contract-related documents as construction schemes have moved to a Common Data Environment (CDE) for all project information.

What is a BIM number?

A BIM number has eight parts to it, as set out in the table below, each conveying specific information.

This arrangement allows all documents to be given a unique number.

1. Project contracts: This is a three-to-six number/digit code. It allows all documents to be immediately identifiable to a specific project. Often allocated by the client as part of the required numbering system, the code can be used by a company to develop a code for their own business and any projects they initiate, so that unique numbers can be allocated.
2. Originator: A three-to-six-letter abbreviation of the contractor/subcontractor’s company name. This allows all documents to be immediately identifiable to a specific company.
3. System: Usually a two-digit code. This is designed for large projects that have numerous packages of works eg, if there are three distinct buildings, then each may be given a code. There is a default code of XX or similar, for those projects that have not yet been divided into systems.
4. Level and location: Usually a two-digit code, identifying specific levels within the structure, eg, ground floor, first floor or even multi-floor. A default code is needed for those situations where no level is appropriate.
5. Type: A two-character reference of the type of document. In the index it is appropriate to give guidance as to what the different types of documents actually are eg, the difference between a record and a report.
6. Role: This describes the part of the organisation to which the document relates, usually reflecting the originating department eg, quality. A quirk of this BIM process is that a number of roles are set out as a single letter. To be effective, other departments are needed; these are identified by a two-letter code.
7. Number: A five-digit consecutive number beginning with at least 10001. This is so that numbers added to an Excel spreadsheet will be displayed in full without having to set cell properties.
8. Revision: This is a single letter followed by two two-digit numbers, showing consecutive revisions. The letter is either P, C or X – P represents those in preparation or preliminary, C is for contractual information and X for as built. X is often use to denote a drawing revised to show ‘as built’ condition, but is not applied to other documents. There are four digits in two pairs, the first pair representing the first version, the second the draft revision. An initial draft would be P01.01 then P01.02, P01.02 etc, as the drafting progresses. When ready for use, it would be issued as P01. Subsequent drafting would be P02.01, P02.02 etc, until issued as P02, and so on.

Setting up the system

An initial set-up is easiest undertaken by the use of an Excel spreadsheet, with a tab being set up for each part. There needs to be an allocated owner to manage the setting up of the system and a subsequent owner (often 'document control') to manage revisions.

Ensure that all parts of the business contribute to the naming and that they add in the terms they want used, as once introduced it must be applied across the whole business if it is to be effective.

Having collated all the potential names, they need to be revised to ensure that the same thing has not been given a different name. For example, a Project Management Plan and Project Execution Plan are terms often used for the same document so the terminology the business is to use must be standardised and a code issued for that type of document in step 5.

Once the filing structure and codes are agreed, it can then be transferred into the document control system for use.

Conclusion

The BIM numbering system is very logical and, once set up, is easy to apply. It doesn’t replace the need to maintain the metadata for each document, but it does provide a methodology that will be increasingly used in the future and is a vital tool in many spheres of project management.