Document Numbering System For ISO/Quality Management Document vs. All Other Documents

Q

QAJUNKY

#21
Re: Document Numbering System For Both Project and Head Office based Documents

Hi there,

I work for a Construction Company and I am trying come up with a numbering system for both project/site based documents and all documentation here at Head Office.

I have the basic concept for project based Documents. See below:

PXXXX - 5 Digit project/assignment number
XXX - 3 Digit Department number
CC - 2/3 Digit Doc Type (PR - Procedure, FR - Form, NCR - Non- Conformance Report)
0000 - 4 Digit unique document identifier

  • PXXXX-010-PR-0001
This would be a project based QA Procedure document.
Revision control is recoreded on a Revision table on front sheet of document.


But I am struggling to span this across the entire company i.e. for all documents associated with all Departments in head office.

Although, we do operate on an "Assignment Number" basis, we have a number for head office based work, so maybe I could use this number in the above 5 digit project assignment number to incorporate Head Office documents.

I just want to get some feedback on the numbering format please....:confused:
 
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P

PaulJSmith

#22
Re: Document Numbering System For Both Project and Head Office based Documents

I just want to get some feedback on the numbering format please....:confused:
As with previous posts, if it works for your company and everyone understands how it works and uses it, then it's good.
 
K

kgott

#23
Re: Document Numbering System For ISO/Quality Management Document vs. All Other Docum

My opinion is that a numbering system (a very simple one) e.g PR-01, QM-01, WI-01 etc would be better than using titles (e.g. Calibration procedure or Management Responsibility procedure or whatever) because it will save you time (believe me!!!) when you reference them in other documents, like other procedures or gap analyses or all kind of quality plans...
I dont understand why this would be so because writing three or four words to describe another document should not take that much time. Its also certainly prevents confusion and having to go right back to the begining of the document to see what the abbreviations stand for in the glossary.
 
M

micrognome

#24
Re: Document Numbering System For ISO/Quality Management Document vs. All Other Docum

I dont understand why this would be so because writing three or four words to describe another document should not take that much time. Its also certainly prevents confusion and having to go right back to the begining of the document to see what the abbreviations stand for in the glossary.
kgott, it's not so much a time-saving measure between writing a document reference vs the full title, it's more a case of if the cross-referenced document changes title over time, then it saves reissuing every other document it's quoted in to update the title there too - the reference number/code will (almost) always remain the same, regardless of the title.
 
P

pauligle

#25
Re: Document Numbering System For ISO/Quality Management Document vs. All Other Docum

There are many cases that companies prefer to build their codification system according to the rules that have been set up in the relevant sotware. So, the software is giving a code according to some rules of course.
 

rogerpenna

Involved In Discussions
#26
Re: Document Numbering System For ISO/Quality Management Document vs. All Other Docum

A document numbering system is not required. I agree with Kales; do what makes most sense for your company and its document user community.

But if you wish, here is an example of a system that I devised many years ago and has its origin in the DOS days.
Eight characters, remember?:D

First letter indicates where the document belongs. C for Charlotte (where I live)
For a multi-site organization I use the letter X
The next three letters are a code for the process that the document supports:
  • MGT = Management
  • SAL = Sales
  • CAL = Calibration
  • COR = Corrective Action
  • PRE = Preventive Action
  • MAN = Manufacturing
  • WEL = Welding
  • HUM = Human Resources
  • Etc.
The next letter indicates the type of document:
  • M = Manual
  • P = Procedure
  • W = Work instruction
  • F = Form
  • C = Control plan
  • D = Drawing
  • R = Record
  • Etc.
The next three digits indicate the document number. Starting with 001.

For example:

CSALP001 is the Charlotte facility sales procedure number 001.

Good luck!


.

Interesting. Most numbering systems I see divide procedures, work instructions, etc, by DEPARTMENT.


Your doc numbering system however relates to the MACRO-PROCESSES.
 
Z

zonbin

#27
  • MGT = Management
  • SAL = Sales
  • CAL = Calibration
  • COR = Corrective Action
  • PRE = Preventive Action
  • MAN = Manufacturing
  • WEL = Welding
  • HUM = Human Resources
  • Etc.
The next letter indicates the type of document:
  • M = Manual
  • P = Procedure
  • W = Work instruction
  • F = Form
  • C = Control plan
  • D = Drawing
  • R = Record
  • Etc.
  • Re: Document Numbering System For ISO/Quality Management Document vs. All Other Docum

    A document numbering system is not required. I agree with Kales; do what makes most sense for your company and its document user community.

    But if you wish, here is an example of a system that I devised many years ago and has its origin in the DOS days.
    Eight characters, remember?:D

    First letter indicates where the document belongs. C for Charlotte (where I live)
    For a multi-site organization I use the letter X
    The next three letters are a code for the process that the document supports:
    • MGT = Management
    • SAL = Sales
    • CAL = Calibration
    • COR = Corrective Action
    • PRE = Preventive Action
    • MAN = Manufacturing
    • WEL = Welding
    • HUM = Human Resources
    • Etc.
    [*]The next letter indicates the type of document:
    • M = Manual
    • P = Procedure
    • W = Work instruction
    • F = Form
    • C = Control plan
    • D = Drawing
    • R = Record
    • Etc.
    [*]The next three digits indicate the document number. Starting with 001.

    For example:

    CSALP001 is the Charlotte facility sales procedure number 001.

    Good luck!


    .
    Thank you so much
 
#28
For the most part, document numbering systems are not necessary and, in fact, are difficult to maintain. With rare exception people use names or acronyms for forms, for example "ECR" or "ECN" is not usually "F-ENG-OO5"
 

rogerpenna

Involved In Discussions
#29
For the most part, document numbering systems are not necessary and, in fact, are difficult to maintain. With rare exception people use names or acronyms for forms, for example "ECR" or "ECN" is not usually "F-ENG-OO5"
Well, we know that forms NEED to have revision numbers right?

otherwise you may end up with outdated forms being used.

also most forms have a specific place to be used. Giving a name of acronym to form makes it easier for people who work in a department or process to find the specific form she needs to print.
 

Ninja

Looking for Reality
Staff member
Super Moderator
#30
FWIW only...

Back when we were on paper, we would code the docs just to help find them easier during an audit...

MP1 series was general manufacturing procedures, record keeping, inventory control, etc.
I worked primarily in the MP12 series for my group.
TM8-series were "mine"
MM3-series were "mine"

Once we could computer search by title, the coding became largely irrelevant.

...and I never saw a code prohibit an old rev from being used...ever...physical inability to do so was the only way...
 
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