Hardcopy and Electronic Forms for same purpose vs. Naming and Numbering System

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#1
Hi,

There are few situations, when we have both hardcopy (Printed PDF, left printed in offices, to be filled by hand and then sent by regular post) and electronic (Edited DOC, then emailed) - for the same purpose, let's say to request the document change.

Those documents has the same structure, but physicaly they are the different documents (PDF and DOC). In practice, I can imagine that those two documents can still have slite differences in text.

Our numbering system expects forms to be numbered, something like this: QP ProcedureNumber/FormNumber.

Which of these are correct/acceptable?

a) Names are different
QP 01/01 - DCF for printing and filling by hand
QP 01/01 - DCF for electronic editing

b) Both Numbers and Names are different
QP 01/01 - DCF for printing and filling by hand
QP 01/02 - DCF for electronic editing

c) Numbers are different
QP 01/01 - DCF
QP 01/02 - DCF

d) Both Numbers and Names are the same
QP 01/01 - DCF
QP 01/01 - DCF

Best Regards,
Vladimir Stefanovic
 
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#2
I have a similar setup with my document change request (DCR) form, in the sense that it can be filled out by hand or electronically. I run a manual document control system where everything is not electronically managed, but my form is identified the same way no matter what, because I follow the same process every time (I fill the information in the DCR electronically, and then print out. After that, have the approvers sign off using a pen, and then I scan the completed record as a PDF). Works just fine for me, and it all serves the same purpose.

My advice - use a consistent method of identifying each of your documents so they are unique to their purpose......don't muddy the waters.

Brian :rolleyes:
 
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