I'm keen to see the feedback on this one myself. My new employer has the office I'm at ISO 9001 certified/registered, but not the other dozen offices spread around Australia and SE Asia (and their certified office is extremely short on objective evidence, and long on dodgy meaningless procedures).
What they do have is a mother of a document numbering system.
Document identification is to be in accordance with the following format:
DDDDDD_KKK_NNNNN_CC
where:
· “DDDDDD” is the 6 digit job or project number and office code combined.
· “KKK” identifies the Document Type Code (refer to list below)
· “NNNNN” is the 5 digit document number which is independent of project but unique to the particular business unit (consecutive ordinal numbers from 0001). {Note if you currently have been using a similar ordering and are at , say, 0859, you could continue with the same number sequence (eg. 00860) and so provide good continuity.}
· “CC” is the 2 digit version/issue of the document: “numeric” for issued documents but an “alpha” for pre-issue draft versions.
Note: All letters to be in upper case.
DOCUMENT ELECTRONIC STORAGE (FILENAMES)
To facilitate ease of transfer and storage of electronic documents, file identification is to be in accordance with the following format (compatible with PC use):
DDDDDD_KKK_NNNN_CC_Freeform.Ext
where:
· “DDDDDD, KKK, NNNNN, CC” are as the document number above
· “FreeForm” is the document title and optional
· “Ext” is the filename extent automatically generated by the software package.
Note: All letters to be in Upper case.
Examples
For a Perth administrative letter requesting payment of an invoice, the document number would be:
600001_ADM_00945_00.doc
For a Perth proposal or quote associated with Job No 600235, the document number would be:
600235_PTQ_00946_00.doc
For a Perth document of a Test Procedure for Job No 600276, the document number would be:
600276_TPR_00947_00.doc
The first update of this procedure would have the number
600276_TPR_00947_01.doc
For an Adelaide document to provide an Interface Control Document for Job No 504496, the draft document number at sequence 11657, would be:
504496_ICD_11657_aa.doc
which would be issued after review at
504496_ICD_11657_00.doc
The next update and re-issue would then have the document number
504496_ICD_11657_01.doc
AND ON IT GOES FROM THERE.
Needless to say I am intending to change this system, as the other offices, upon which this system is being applied, don't like it too much - wonder why?
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