Managing section-specific definitions

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Author Message Hans Peterson New member Username: hans Post Number: 1 Registered: 09-2020 Posted on Friday, September 11, 2020 - 06:41 pm:    Hello, I'm an editor working with civil/environmental engineers and landscape architects. I don't often see a Definitions article within a section, but I'm working on a set of client-provided specs now that has several sections with extensive lists of definitions. The issue is, terms defined in one section are used in others, so how does the contractor know where to find the definition? For example, many definitions in the Earthmoving spec are also used in the Topsoils spec, Plants spec, etc. So I'm working with a set of definitions that are both defined and used across multiple sections. (Of course, I'm also finding duplicate definitions, but that's another matter.) Meanwhile, my understanding of Section 01 42 16, Definitions, is that this section is for basic defined terms, e.g., Contract Documents, Owner, etc. Or is that not right, and *everything* that ought to be defined should be included? I'm confused by CSI's inclusion of a References article in the Part 1 outline in their Project Resource Manual, which would imply that the References article has a purpose. I apologize for such a basic question, but what is the best practice for listing mostly section-specific definitions that are actually also used in other sections? I'm trying to not write anything twice, of course. Thank you. PS I've got a book on specs, recommended here, on the way. :-) George A. Everding, FCSI, CCS, CCCA, AIA Senior Member Username: geverding Post Number: 918 Registered: 11-2004 Posted on Friday, September 11, 2020 - 09:57 pm:    Place your definitions where most logical for meeting your specific needs. No reason you can't include it in 01 42 16 Definitions. If that doesn't seem right, make your own 01 42 17 Civil, Environmental, and Landscaping Definitions section. While the authors of MasterFormat frown on using Division 20, 30, or 40, I always thought a section like 30 42 16 Site and Infrastructure Definitions would be a perfect fit for what you describe. The "mythical" Division 30 seems like a great place for general information pertaining only to Division 31, 32, 33, etc. topics. The key to it is finding a logical place for the information, and then making sure that you reference it in the specific sections where it pertains. The reason for using Division 01 is that it does govern everything that follows it, whereas inventing a Division 30 is unconventional. Unconventional, but not illegal. There are no MasterFormat police. RH (Hank) Sweers II RA CSI CCS Senior Member Username: rhsweers2 Post Number: 23 Registered: 08-2005 Posted on Saturday, September 12, 2020 - 04:06 pm:    Dang, that's disappointing! I often tell clients that I will have to turn them into the CSI or MasterFormat police if they don't do as I recommend . . . ! John Bunzick Senior Member Username: bunzick Post Number: 1821 Registered: 03-2002 Posted on Saturday, September 12, 2020 - 05:28 pm:    I would recommend assessing whether all the definitions are really needed. If there are that many, I think something's not quite right. There should be no need to include dictionary definitions, nor definitions that are part of the standards referenced by the section. I have also seen "definitions" that really should be work requirements, or especially, Part 2 product requirements. And, of course, there are "universal" definitions in section 014200 References (in MasterSpec) that do not need repeating. The few times I felt definitions were really needed were cases when the text of the section itself needed a specific term that did not occur in the standard, and allowed for simplification of the text. A very simple example: the Display Cases section included definitions for "bulletin board" and "display case" because the vernacular usage would not make it clear that a bulletin board, as used in the section, is behind glass. Without seeing these sections, I suspect that the number of definitions could be cut substantially. Michael Chusid, RA FCSI CCS Senior Member Username: michael_chusid Post Number: 556 Registered: 10-2003 Posted on Sunday, September 13, 2020 - 01:56 pm:    I have used Definitions to clarify notes on Drawings. For example, when the same set of drawings refer to Gypsum Board, Wall Board, Drywall, and various sets of abbreviations, I would list them with a definition such as: Gypsum Board: Includes gypsum board, wall board, drywall, and gyp brd. Michael Chusid, RA FCSI CCS 1-818-219-4937 www.chusid.com www.buildingproduct.guru Hans Peterson Junior Member Username: hans Post Number: 2 Registered: 09-2020 Posted on Monday, September 14, 2020 - 11:21 am:    Thanks, everyone, for your responses. I think I'm going to push for putting everything in 01 42 16 Definitions, and if the designers don't bite, then either a 01 42 17, Civil, Environmental, and Landscaping Definitions, section or a 30 42 16, Site and Infrastructure Definitions, section might fly, as they're not averse to making new sections. Incidentally, most of the terms have to do with the various types of salvaged excavated materials, whether they can be re-used, and information regarding their disposal, if not. Thanks again.