Document Numbering (Identification) Scheme

Randy

Super Moderator
#11
Greg B said:
Well done Randy. You could also have colour/originators birthdate/day of the week :lmao:

Thanks... :thanx:

I just wanted to make a point that personally chaffs my 5th point of contact (that's butt for you folks with an B of Arts degree :lol: )

Too many times folks and organizations get all wrapped around the axle and their t-t in a wringer over Bull Bagels like numbering systems for documents. All anyone has to do is to be able to differentiate 1 document from another. How it's done...who really cares? There are more important things that need to be addressed like developing a "real" and "effective" Internal Audit process that focuses on adding value; developing a sound and effective methodology for generating competence of employees; creating realistic and truly achievable objectives; and establishing "true" committment.
 
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Wes Bucey

Quite Involved in Discussions
#12
Randy said:
Thanks... :thanx:

I just wanted to make a point that personally chaffs my 5th point of contact (that's butt for you folks with an B of Arts degree :lol: )

Too many times folks and organizations get all wrapped around the axle and their t-t in a wringer over Bull Bagels like numbering systems for documents. All anyone has to do is to be able to differentiate 1 document from another. How it's done...who really cares? There are more important things that need to be addressed like developing a "real" and "effective" Internal Audit process that focuses on adding value; developing a sound and effective methodology for generating competence of employees; creating realistic and truly achievable objectives; and establishing "true" committment.
Don't hold back, Randy. Tell us how you REALLY feel!:lmao:
 
J

jmurph01

#13
This is from our doc control procedure. Hope it helps!!! I think i'm currently in doc control **** as well...we have a system, we just don't necessarily follow it well! :bonk:


Examples of types of things that need control:

Operating Procedures and Standards
Inspection instructions
Test procedures
Control Plans
Set-up and Work instructions
Business Plan
Environmental Management System Procedures
AIAG Manuals
Customer Standards and Specifications

and this is how we number them - 2 letter dept code, followed by 1 letter type of document code, dash, document number. i.e. an example of a quality dept. form is QAF-6.0, an example of an environmental procedure is EMP-3.0. We keep a document list that shows the doc #, doc name, revision level and where the electronic copy is stored.

EN Engineering
HR Human Resources
MA Materials
QA Quality Assurance
PR Production
QS Quality System
SO Standard Operations
MN Maintenance
EM Environmental Management System
CI Continuous Improvement
AC Accounting
OP Operations


P Procedure
I Instruction
F Form
C Flow Chart
M Matrix
J Job Description
 
J

jmp4429

#14
Saw this thread came back up to the top so I thought I’d update. Found that in several cases, we had 5 or 6 different documents using the same control number. The old numbering scheme would have been fine, if departments had had a way to find the next available number in the sequence. As a result, I rewrote our document control program as follows:

-New numbering scheme to prevent repeat numbers
-Required departments to store work instructions all in one folder on the network
-Added a “# of controlled copies” and “Locations/holders of controlled copies” field on the master document list to provide for much easier recall of outdated documents

So far, it seems to be working out well for us.
 

Cari Spears

Super Moderator
Staff member
Super Moderator
#15
jmp4429 said:
-New numbering scheme to prevent repeat numbers
-Required departments to store work instructions all in one folder on the network
-Added a “# of controlled copies” and “Locations/holders of controlled copies” field on the master document list to provide for much easier recall of outdated documents

So far, it seems to be working out well for us.
Glad to hear it!! Thanks for the update.
 
N

nickh - 2011

#16
jmp4429 said:
-Required departments to store work instructions all in one folder on the network
I hope that's one folder per department:

Controlled Documents
|
|--- Department 1
|
|--- Department 2
|
|--- Department 3
|
|--- Procedures
|
|--- Work Instructions
|
|--- Pictures of Randy's tatas in a wringer
|
|--- etc.

Folders are a great organizational tool. They're easy to setup, and you can control permissions on a folder or sub-folder basis.
 
N

nickh - 2011

#17
Oops. I indented the sub-folders under Department 3 (Procedures, Work Instructions, etc), and forgot that the spaces wouldn't come through in the posting.
 
H

Hoeyster

#18
This is very odd, I was just working on the numbering system for document control and boom there this thread was in front of me.
This is what I came up with. I'm working on Nonconforming Material Control, creating an NCR Form. I've given it the document control number of QA-NCR-01. Short and to the point. QA=Quality Assurance NCR=NCR Form 01=the start of the numerical sequence on which I plan on numbering them
 
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