How are YOUR tier 2 documents numbered?

#11
One of my clients numbered each of their processes. They use a three level numbering system. For example:

03-01-04

The first set of digits reflect the process (process number 3). The process map would have a designation of 03-00-00

The second sets of digits reflect the procedure number. In this case, it deals with the first procedure for process #3. The base procedure would be 03-01-00.

The third set of digits represent the work instruction level. In this case, this is the 4th work instruction governed by the first procedure of process # 3.

Forms are considered work instructions, this particular document may be an actual work instruction, or a form. You cannot tell from just the number.
 
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#13
There is no requirement to number documents. Do what works best. You can use titles, numbers, names, whatever, as long as the user can determine what it is and is assured that it is the latest version.
I agree, if your document control system is a bona-fide database, there is no needs for numbers at all. Doesn't hurt to use tiers, if it helps you identify a level of information you are looking for. If the concept of tiers bothers one, you can consider them all peers, but with different information in them. But in terms of finding the documents, the key is storing them easy to understand "drawers" or sort fields. Using drop downs (so that the exact same way of identifying a sort field is used), it becomes the equivalent of the attempt to find things by "smart numbers", without the overhead.
 
#14
I agree, if your document control system is a bona-fide database, there is no needs for numbers at all.
In fact, if your system is a paper system, you do not need numbers either. I do like numbers from a document administration or an internal auditing standpoint, but I have seen many cases where there are no numbers what so ever, and it work.
 
#15
Some great answers here! I see a danger that some implementors fall into creating a system (sometime quite complex) of document numbering, which then takes over from the real work of QMS implementation. The documentation 'structure' didn't exist before, it needed work and the person so tasked with 'ISO' found it easier to do than to address the key issues with management + "it needed doing"......

So to advise someone not to create a monster, which they have to feed, can be helpful for other reasons.....
 
N

NewQM

#16
One of my clients numbered each of their processes. They use a three level numbering system. For example:

03-01-04

The first set of digits reflect the process (process number 3). The process map would have a designation of 03-00-00

The second sets of digits reflect the procedure number. In this case, it deals with the first procedure for process #3. The base procedure would be 03-01-00.

The third set of digits represent the work instruction level. In this case, this is the 4th work instruction governed by the first procedure of process # 3.

Forms are considered work instructions, this particular document may be an actual work instruction, or a form. You cannot tell from just the number.

This is my favorite system that i have seen on this thread.

Simple and to the point.

However, for my application, my procedures do not fall into a specific process, neccessarily.

That being said.

Iit is less of a headache for non QA types than QP-4.14.1&2 etc.


Looks intuitive to me.
 
M

machrk

#17
:bigwave:depends on size of your site - we have thousands of controlled docs and we have thousands of employees and contractors on site which is heavy manufacturing industry - so really need numbering codes to achieve uniquely identified documents and avoid similarly named documents

so we have DIV-xxx-nn.nnn for site wide procedure docs
and CH.DIV-xxx-nn.nnn for associated charts & then F.DIV (forms)

Dept standard procedures will be similar - SP-xxx-nn.nn

when we train employees in these procedures - gets entered into SAP HR ERP system

I would still advocate this system unless you have less than 10 documents in your system - especially if using EBMS - Electronic Based Management System for controlling documents

cheers
Machrk aka @KerrieAnne on Twitter
 
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