I was discussing with a friend the use of Data Shortcuts. In an effort to minimize potential loss of shortcuts I mentioned the following VERY IMPORTANT steps:
1. Create your Data Shortcut.
2. Load the XML file into which you wish to save your Data Shortcuts.
3. Export Data Shortcuts to intended XML file.
4. Press "Yes" when prompted to overwrite existing file.
Steps 1 & 2 are interchangeable. Step 2 is critical, IT MUST BE DONE! Why, because if we do not load the shortcut file prior to exporting to it we will overwrite the file with only the shortcuts in the current DWG. Let me re-phrase that. Currently (Civil 3D 2007 w/SP3), exporting Data Shortcuts only writes the shortcuts in the current drawing to the XML file overwriting it with only those shortcuts present. It DOES NOT append to the shortcut file. That is how it functions TODAY (January 3, 2007).
There are other methods of shortcut management, such as maintaining multiple XML files (not currently recommended because of how shortcuts accumulate). These steps are critical for the K.I.S.S. method of all project shortcuts in one file.