Document Control - Revision Number in Document Names

#1
Hi,

We currently use a document naming system whereby the document revision is included in a file name. While this is useful we are finding problems when we reference or link to documents because when they are updated the links break or the references are invalid. I'd be interested to know best practice here and how others deal with this situation.

Is it an ISO9001 requirement to have the document revision as part of the filename?
 
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Jen Kirley

Quality and Auditing Expert
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#2
Are you just using file folders to keep and access your documents with? Such a filing system can allow hyperlinks to access documents, but of course any little dot, number or dash can break the link.

For these situtations, I suggest keeping an archive folder and applying the revision number to the old document's title when the document has been superseded. In this way, the document cannot be a accidentally accessed with the hyperlink and it is positively identified as Obsolete in your history folder.
 

qualprod

Trusted Information Resource
#3
Hi,

We currently use a document naming system whereby the document revision is included in a file name. While this is useful we are finding problems when we reference or link to documents because when they are updated the links break or the references are invalid. I'd be interested to know best practice here and how others deal with this situation.

Is it an ISO9001 requirement to have the document revision as part of the filename?
The easiest way, dont use links, But give users the access to a folder where you store the documents, less work, is good to have a link, but is more work, moreover, users are not accessed the documents daily or too much frequently, so having the link , really I think is not of too much help.
 

JimS

Registered
#5
I suggest leaving the revision out of the file name. Your released document folder should only contain the current, released version of the documents, so there's no need to include the revision in the name. And this way your links don't break when there's an update.
Previous revisions can have the revision appended to the filename for archival storage in a controlled location inaccessible to users other than whoever manages document control.
 
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