Dear Friends

Following review of some flowcharts i have noted that there is a confusion in the identification code assigned to checklists.

For instance, we have 3 checklists pertaining to a flowchart PM 04 - 09, which are as follows:

Name of checklist Code
1. Proposal Form MPCB Ltd CKL 02 - 09 a
2. Proposal Form SEAB Ltd CKL 02 - 09 b
3. Check List - New Business Procedures CKL 02 - 09 c

According to our actual practice, if amendment is made to the checklist, the alphabet will be changed ( for example Proposal Form MPCB Ltd CKL 02 - 09 a will become CKL 02 - 09 d). This is so because to avoid having the same code.

My queries are
1. how can we use the same code CKL 02 - 09 for several checklist? Grateful for your point of view

2. it is difficult for us to track control of document if there is amendment in checklist, for eg taking the case of Proposal Form MPCB Ltd CKL 02 - 09 a which will become CKL 02 - 09 d. We will have the impression that that particular checklist has been amended thrice, however, it has amended only once.Grateful for your point of view

3. According to our actual practice, we remove alphabet in level c documents when including them in flowchart. However, for checklist we dont. Grateful for your point of view

Grateful for your kind advice and assistance


Thanking you for your usual cooperation

Regards

Viraj

Please keep it in your consideration, for a effective document control system, coding needs to be unique. In your scenario, different reports should be identified and labeled with different , whereas the alphabets like a, b, c are used for the revision numbers

1.how can we use the same code CKL 02 - 09 for several checklist? Grateful for your point of view

You cannot use the same code for different documents, and it should be established during the Document Control Procedure

2. it is difficult for us to track control of document if there is amendment in checklist, for eg taking the case of Proposal Form MPCB Ltd CKL 02 - 09 a which will become CKL 02 - 09 d. We will have the impression that that particular checklist has been amended thrice, however, it has amended only once.Grateful for your point of view

Actually just go back and review your Document Control Procedure or work instruction, how it guide you in this scario


3. According to our actual practice, we remove alphabet in level c documents when including them in flowchart. However, for checklist we dont. Grateful for your point of view

Document identification should be identical for the same document throughout the document system, e.g. flow charts, plans, procedures

Do you find it logical to attribute the same CKL 02 - 09 with relevant alphabet for each checklist, which are as follows:

1. Proposal Form MPCB Ltd CKL 02 - 09 a
2. Proposal Form SEAB Ltd CKL 02 - 09 b
3. Check List - New Business Procedures CKL 02 - 09 c

In addition, it will be a problem to keep tracking of amendment of each above mentioned checklists and as such we will not be able to know at a later stage determine which how many amendments each checklist have been undergone.

Please, propose an identification code so as to avoid confusion for each checklist

"codes" are not a requirement at all. If you want to put ABC-02 in front or behind the name of every single document you have, you can do it, as long as you can identify each document as a separate document.
ABC-02 Preparing Widgets for Painting, ABC-02 Final Inspection of Widgets, etc. You get to figure out how to identify your documents, codes, no codes, whatever works for you.