Document Numbering and Identification Systems Advice wanted

S

Seirpin

#1
Hi quick background, I am new to ISO 9000 the company I work for is creating a QMS and striving for ISO 9000. I took over someone else’s work and that person is no longer with the company.

My question is about the numbering system he set up. It is kind of complicated, it consists of 3 parts. First a alphabet code for what type of document it is, meaning “WI” for work instruction, “F” for form, “AP” for administrative procedure, and so on. Second a 3 digit code that relates to what section in the quality manual the document falls under, example 622 for work instructions because 622 is the section on “competence, awareness and training”. And the third part is just a sequential number given to differentiate documents that fall under the same section of the quality manual. The last part is further broken down as to state what area is being referred too. Example 0001-9999 is the BR line 2000-2999 is the PECVD line, and so on.

So does this sound like a good setup? Is it normal to reference the section of the quality manual that the document falls under?

Thanks,

Matt
 
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D

Duke Okes

#2
I've seen companies do this and I've also seen them not even have numbers for their documents ... just names. It's really up to you. However, usually simpler is better.
 

Marc

Hunkered Down for the Duration with a Mask on...
Staff member
Admin
#3
<snip> Is it normal to reference the section of the quality manual that the document falls under? <snip>
Nothing is "normal". There are many different ways companies do documentation. The document prefixes you note are quite common.

Question:

Do you mean is it 'normal' to reference a section of the quality manual within a procedure or other system document?

If you mean the second part of the number being a reference to the quality manual, then NO, that is not commonly done. I've never hear of that method, but I can see the reasoning behind it. Since this is about ISO 9001 which I think it will be stable with respect to clause numbering for the foreseeable future, I don't see it as a particular problem.
 

harry

Super Moderator
#4
If you are interested, there are a few threads on the same topic in the 'Similar Discussion Threads' box below (just scroll down the page).
 
#6
Hi quick background, I am new to ISO 9000 the company I work for is creating a QMS and striving for ISO 9000. I took over someone else’s work and that person is no longer with the company.

My question is about the numbering system he set up. It is kind of complicated, it consists of 3 parts. First a alphabet code for what type of document it is, meaning “WI” for work instruction, “F” for form, “AP” for administrative procedure, and so on. Second a 3 digit code that relates to what section in the quality manual the document falls under, example 622 for work instructions because 622 is the section on “competence, awareness and training”. And the third part is just a sequential number given to differentiate documents that fall under the same section of the quality manual. The last part is further broken down as to state what area is being referred too. Example 0001-9999 is the BR line 2000-2999 is the PECVD line, and so on.

So does this sound like a good setup? Is it normal to reference the section of the quality manual that the document falls under?

Thanks,

Matt
Matt - welcome. It seems to me that you've answered your own question! "It is kind of complicated" is a very fair comment, given what you've described. Since you've inherited it, perhaps you're in a great place to simplify it. As guided by others, this topic is well covered here, so good luck - FWIW - 'K.I.S.S' is always best!
 
C

Chance

#7
Matt - welcome. It seems to me that you've answered your own question! "It is kind of complicated" is a very fair comment, given what you've described. Since you've inherited it, perhaps you're in a great place to simplify it. As guided by others, this topic is well covered here, so good luck - FWIW - 'K.I.S.S' is always best!

FWIW - 'K.I.S.S what is the meaning of this? Sorry I really dont know.
 
C

CaseyAnn

#9
I find number codes and ranges in document numbers very confusing. They are not easily identifiable at a first glance and more often than not you would need to refer to a separate document to decode the numbers.

Acronyms in document numbers are always a tough one. Acronyms anywhere are tough! Especially for the uninitiated. But they are much more easily identifiable than number ranges.

We use an document numbering system for our key business documentation and project documentation that consists of four parts - 3x three letter acronyms (organisation, function, doc type) and a unique number - but we have very definitive acronym creation rules that ensure that there is: 1. no duplication 2. consistency and 3. control.

We also maintain an online Acronym Dictionary that all of our employees have access to and can update. All new entries are reviewed and approved prior to publication in the dictionary and anything that is not in the dictionary is an unaccepted acronym. It can be difficult to police, but if the communication and education is right, people will be compliant (just like pantene - it won't happen overnight, but it will happen!!) - partly because everyone understands the pain of not understanding a document that is littered with acronyms! But acronyms are a whole other discussion!!! *LOL* :topic:

Back to document numbering... Our document identifiers not only provide key documentation with a unique ID (to help with maintaining a fully transparent audit trail and document history) but they also assist with information classification.

e.g.

LPG-HSE-PRO-0001

LPG = business unit identification (LP gas)
HSE = functional area (health, safety & environment)
PRO = document type (procedure)
0001 = unique identifier

GEN-ENG-GUI-0012

GEN = business unit identification (Generation)
ENG = functional area (engineering)
GUI = document type (guide)
0012 = unique identifier

Our electronic key doc files are not only identified by the number, but they also have file names which help those out there who really don't care about document numbering!! <document number> - <document title>
 
#10
I've seen all kinds of document numbering systems and have failed to see the logic - for the user - in them! Surely, if a form is entitled 'Non-Conformance Report' it doesn't matter what number it is - everyone knows it by its name? Perhaps someone might need to know what requirement of ISO it relates to, but as for building that ref. into the numbering system, heaven forbid...
 
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