PCB data management
Gerber file management: keep PCB fabrication files tied to the right revision.
Gerber files are easy to export and easy to confuse. The dangerous part is not making a Gerber zip. The dangerous part is not knowing which PCB revision, BOM, drill file, and manufacturing note it belongs to.
Direct answer: the safe way to manage Gerber files
Export Gerbers only from the approved PCB revision. Store the Gerber zip with matching drill files, BOM, pick-and-place file, assembly notes, and release notes inside a dedicated manufacturing release folder. Name the zip with product name, hardware revision, purpose, and date. Example: `SmartRelay_HW-R2_Gerbers_2026-06-06.zip`.
Gerbers are only one part of the release package
A PCB fab may only need Gerbers and drill files for bare board fabrication. But a real handoff often needs more context, especially when assembly, purchase, or customer delivery is involved.
| File | Needed for | Management rule |
|---|---|---|
| Gerber zip | PCB fabrication layers | Export only from the approved PCB revision and never overwrite after sending. |
| Drill files | Plated and non-plated holes | Keep with the matching Gerber zip. Do not mix drill files across revisions. |
| BOM | Purchase and assembly | Use the BOM that matches the same hardware revision as the Gerbers. |
| Pick-and-place | SMT assembly | Export from the same layout as the Gerbers. |
| Assembly notes | DNP, polarity, jumpers, manual steps | Keep human instructions with the release, not hidden in email. |
| Release notes | Traceability | Record revision, date, reason, included files, known risks, and vendor sent to. |
Gerber file naming rules
The file name should answer four questions: which product, which hardware revision, what purpose, and when exported.
Good:
ProductName_HW-R2_Gerbers_2026-06-06.zip
ProductName_HW-R2_Drills_2026-06-06.zip
ProductName_HW-R2_BOM_2026-06-06.csv
Bad:
gerbers.zip
final.zip
latest-gerber-new.zip
client-send-this.zip
Boring file names are good. They make vendor communication, support, and future debugging much easier.
Checks before sending Gerbers to fabrication
Always open the exported files in a Gerber viewer before sending them. Do not trust the zip only because the export completed successfully.
- Board outline is correct and closed.
- Top and bottom copper layers appear as expected.
- Drill holes align with pads and mounting holes.
- Solder mask openings are correct.
- Silkscreen text is readable and not on exposed pads.
- Paste layer exists if SMT assembly is required.
- Connector orientation, pin 1 markers, and polarity marks are clear.
- Board revision is visible on silkscreen.
What to send to a PCB manufacturer
For bare PCB fabrication, send Gerbers and drill files. For PCB assembly, send the full manufacturing release package.
Include board specifications: layers, thickness, copper weight, finish, solder mask, and silkscreen color.
Include DNP parts, approved alternates, component orientation notes, and manual assembly steps.
Include power rail checks, firmware load notes, fixture requirements, and pass/fail criteria.
Do not delete old Gerbers. Archive them.
Old Gerbers may be needed for repair, customer support, failure analysis, or proving which files were used for a batch. Mark old releases as superseded instead of deleting them.
| Status | Meaning |
|---|---|
| Draft | Exported for internal review only. Not for fabrication. |
| Sent to fab | Exact files were sent to a PCB manufacturer. |
| Production active | This is the currently approved manufacturing release. |
| Superseded | Old release kept for history, support, or repairs. |
| Do not use | Known-bad release retained only to prevent accidental reuse. |
When Gerber management needs software
Folders are enough when one person manages one or two prototype boards. They become fragile when there are clients, purchase teams, assembly vendors, firmware builds, repeated batches, or field support.
PCB Vault Software keeps Gerbers tied to the right release.
PCB Vault Software is being built to organize PCB files, Gerbers, drill files, BOMs, revisions, assembly notes, and manufacturing release packages in one place.
FAQ
What files should be included with Gerbers?
For PCB fabrication, include Gerbers and drill files. For assembly, include BOM, pick-and-place, assembly notes, and test instructions.
Should I send one zip or separate files?
Many manufacturers accept one Gerber zip, but keep your internal release folder complete with Gerbers, drills, BOM, assembly notes, and release notes.
Can I overwrite Gerbers after sending to fab?
No. If you exported new files after sending, create a new release. Overwriting destroys traceability.
Should Gerber files include the PCB revision?
Yes. The Gerber zip filename and the PCB silkscreen should make the hardware revision clear.