I just started with a new company and they hired me to implement ISO 9001 and then CMMI. I am also working with a consultant that they hired for the implementation. The consultant has given me a database for the document control system. It is set up to assign a new document number every time a revision occurs. The document "revision number" is tracked in the revision history of the document.

Can anyone think of any problems that might occur with this approach or has anyone had experience with this kind of tracking system? I am just nervous because I am not use to a system being set up this way. In addition the database is going to track records and a unique number will be assigned to each record.

I just started with a new company and they hired me to implement ISO 9001 and then CMMI. I am also working with a consultant that they hired for the implementation. The consultant has given me a database for the document control system. It is set up to assign a new document number every time a revision occurs. The document "revision number" is tracked in the revision history of the document.

Can anyone think of any problems that might occur with this approach or has anyone had experience with this kind of tracking system? I am just nervous because I am not use to a system being set up this way. In addition the database is going to track records and a unique number will be assigned to each record.

It's hard to say, not knowing more about the documentation control structure. In one sense, assigning a new document number with each revision seems pointless, especially if revisions are controlled separately, as you suggest. How does the system identify individual documents? How do users look them up?

BTW, what is CMMI? Is it this (http://en.wikipedia.org/wiki/CMMI)?

The new document number will be the way versions are tracked. So, the new number will denote a version change. Users will have to look up documents by there document title. That is where I see that this system could be problematic. If at some point in time you want to revise the document title then the documents history in the database is not "connected". Does that make sense?

And yes your link to CMMI is correct and that is what I will need to implement.

I have seen document numbering schemes which create a new number for each subsequent version of a document, but typically, the numbers are decimals, the number to the left of the decimal remains the same, while the decimal increments, similar to software versioning. When the number to the left of the decimal changes, it usually signals a significant change in configuration management where subsequent versions are no longer compatible with previous versions.

Use of the CMMI acronym wthout an explanation is not considered good form, since we have readers at all levels of understanding and we do not want to make this a forum of pointy headed nerds writing so no one else understands what is going on.

Thanks for the insight. I apologize for using the term CMMI without an explanation. It is used so frequently in my industry that I was thinking to include an explanation.

Thanks for the insight. I apologize for using the term CMMI without an explanation. It is used so frequently in my industry that I was thinking to include an explanation.Well?????!!!!! Where is the explanation?

Well?????!!!!! Where is the explanation?

No need to shout. The OP said, with regard to the link in my initial response:
And yes your link to CMMI is correct and that is what I will need to implement.

No need to shout. The OP said, with regard to the link in my initial response:
I apologize - I didn't see his previous response - it was posted seconds before mine - I only noted his response to my post which did NOT refer to your link.

I just started with a new company and they hired me to implement ISO 9001 and then CMMI. I am also working with a consultant that they hired for the implementation. The consultant has given me a database for the document control system. It is set up to assign a new document number every time a revision occurs. The document "revision number" is tracked in the revision history of the document.

Can anyone think of any problems that might occur with this approach or has anyone had experience with this kind of tracking system? I am just nervous because I am not use to a system being set up this way. In addition the database is going to track records and a unique number will be assigned to each record.

IMHO this is a dangerous path to tread. As you say, if the document title changes then the revision history is shot. I don't know why a system would track by this method. We track by the Master document number. We can then track back any chnages of title or revision. Our system always calls up the lkatest revision. It is a very simple and friendly user system.

Like Greg, I too feel this is a dangerous path to follow. Not necessarily in terms of document control - although it is certainly top-heavy and the value-added aspect is certainly questionable. My concern is in terms of training.

We don't know how many employees there are or how much documentation is in existence. But for a site like mine with over 250 employees and around 800 documents, changing the numbers all of the time would require that we hire a full-time document/training clerk.

How do you know what documents people need to be trained on? A simple, yet effective, manner to accomplish this is a matrix. All people (or positions) along one axis and all docs along the other. If the doc numbers are continually changing, so too will this matrix. Time consuming and requires resources that could be better spent elsewhere in my opinion. :)

Looks like we are all in agreement with Greg but I'm going a bit farther.

:2cents: It looks like this software is making a huge mountain out of a very small molehill with no value added except confusion and frustration:frust:

I just started with a new company and they hired me to implement ISO 9001 and then CMMI. ....

Hello lrl116,

I think we are in the same situation. Started withn ISO then CMMI...:frust:

Regarding the Document Management System, during our research we found a very good software called KTDMS( Knowledge Tree Document Management System). It is an open source software but loaded with a lot's of function. It keeps track of the document version(everytime you check-in and check-out the document) and as well as the transaction history.

It also have a strong security system and gives you(as admin) full control to define profiles who gets to view only and who are allowed to edit. It is also equipped with an approval system(via workflow) and an email notofication system. But the greatest thing is that its FREE. You may want to check it out and download it later here (http://www.ktdms.com/products/).

Hope this helps.

:bigwave: EMTT

Disclaimer: I have no relation of whatsoever to the authors of KTDMS. I am just sighting it because I believe its a great software. :cool:

No axe to grind here, just a little clarification: the free version of KTDMS is severely limited in features compared to the paid versions, but even so, the prices quoted for the paid versions are not bad. Certainly, it may not be the best system for all users, but if a preliminary review seems to fit your organization, you certainly ought to make the effort to look over a demo version.

Thank you for all the input!

If you are after a document management system here is the one we use My DMS (http://elsmar.com/Forums/showthread.php?t=6418). I first wrote about it in early 2003 and we have been using at my company ever since.
This link (http://elsmar.com/Forums/showpost.php?p=66719&postcount=16) has some simple guides to the use of the database by both Administrators and end users. they are a little out of date but will give you a good idea of what it can do. There are plenty of screen shots in the two manuals to guide you thru the basic processes.
The Database is constantly updated and there are forums for users requesting and offering changes. It is freeware much the same as Firefox and Open Source data. Like I said we have been suing it for three years and it works very well for us.

No axe to grind here, just a little clarification: the free version of KTDMS is severely limited in features compared to the paid versions, but even so, the prices quoted for the paid versions are not bad. Certainly, it may not be the best system for all users, but if a preliminary review seems to fit your organization, you certainly ought to make the effort to look over a demo version.

This is not entirely true. Open source software can be downloaded and used freely. The service the organization charges for runs on their computers, so you pay to use them, not the software per-se. Since the OP appears to be in a technical organization, it is likely not outside of their capability to implement such a system on their own servers. (I know, it's an old post so the OP has probably already solved the problem by now, but maybe someone else is looking at it too.)

This is not entirely true. Open source software can be downloaded and used freely. The service the organization charges for runs on their computers, so you pay to use them, not the software per-se. Since the OP appears to be in a technical organization, it is likely not outside of their capability to implement such a system on their own servers. (I know, it's an old post so the OP has probably already solved the problem by now, but maybe someone else is looking at it too.)Yep. One of the major frustrations of offering advice in a public Forum is the propensity of the original poster asking the question to neglect coming back to tell us how the advice turned out -
"inquiring minds want to know . . ."

did he follow any of the advice?
what worked?
what didn't?
did our advice make him a hero or a goat if he followed it?
What insight did he gain for similar problems in the future?