New Document Number for Every Revision?

L

lrl116

#1
I just started with a new company and they hired me to implement ISO 9001 and then CMMI. I am also working with a consultant that they hired for the implementation. The consultant has given me a database for the document control system. It is set up to assign a new document number every time a revision occurs. The document "revision number" is tracked in the revision history of the document.

Can anyone think of any problems that might occur with this approach or has anyone had experience with this kind of tracking system? I am just nervous because I am not use to a system being set up this way. In addition the database is going to track records and a unique number will be assigned to each record.
 
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Jim Wynne

Staff member
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#2
Re: New document number for every revision?!?!

I just started with a new company and they hired me to implement ISO 9001 and then CMMI. I am also working with a consultant that they hired for the implementation. The consultant has given me a database for the document control system. It is set up to assign a new document number every time a revision occurs. The document "revision number" is tracked in the revision history of the document.

Can anyone think of any problems that might occur with this approach or has anyone had experience with this kind of tracking system? I am just nervous because I am not use to a system being set up this way. In addition the database is going to track records and a unique number will be assigned to each record.
It's hard to say, not knowing more about the documentation control structure. In one sense, assigning a new document number with each revision seems pointless, especially if revisions are controlled separately, as you suggest. How does the system identify individual documents? How do users look them up?

BTW, what is CMMI? Is it this?
 
L

lrl116

#3
Re: New document number for every revision?!?!

The new document number will be the way versions are tracked. So, the new number will denote a version change. Users will have to look up documents by there document title. That is where I see that this system could be problematic. If at some point in time you want to revise the document title then the documents history in the database is not "connected". Does that make sense?

And yes your link to CMMI is correct and that is what I will need to implement.
 

Wes Bucey

Quite Involved in Discussions
#4
Re: New document number for every revision?!?!

I have seen document numbering schemes which create a new number for each subsequent version of a document, but typically, the numbers are decimals, the number to the left of the decimal remains the same, while the decimal increments, similar to software versioning. When the number to the left of the decimal changes, it usually signals a significant change in configuration management where subsequent versions are no longer compatible with previous versions.

Use of the CMMI acronym wthout an explanation is not considered good form, since we have readers at all levels of understanding and we do not want to make this a forum of pointy headed nerds writing so no one else understands what is going on.
 
L

lrl116

#5
Re: New document number for every revision?!?!

Thanks for the insight. I apologize for using the term CMMI without an explanation. It is used so frequently in my industry that I was thinking to include an explanation.
 

Wes Bucey

Quite Involved in Discussions
#6
Re: New document number for every revision?!?!

Thanks for the insight. I apologize for using the term CMMI without an explanation. It is used so frequently in my industry that I was thinking to include an explanation.
Well?????!!!!! Where is the explanation?
 

Wes Bucey

Quite Involved in Discussions
#8
Re: New document number for every revision?!?!

No need to shout. The OP said, with regard to the link in my initial response:
I apologize - I didn't see his previous response - it was posted seconds before mine - I only noted his response to my post which did NOT refer to your link.
 
G

Greg B

#9
Re: New document number for every revision?!?!

I just started with a new company and they hired me to implement ISO 9001 and then CMMI. I am also working with a consultant that they hired for the implementation. The consultant has given me a database for the document control system. It is set up to assign a new document number every time a revision occurs. The document "revision number" is tracked in the revision history of the document.

Can anyone think of any problems that might occur with this approach or has anyone had experience with this kind of tracking system? I am just nervous because I am not use to a system being set up this way. In addition the database is going to track records and a unique number will be assigned to each record.
IMHO this is a dangerous path to tread. As you say, if the document title changes then the revision history is shot. I don't know why a system would track by this method. We track by the Master document number. We can then track back any chnages of title or revision. Our system always calls up the lkatest revision. It is a very simple and friendly user system.
 

RoxaneB

Super Moderator
Super Moderator
#10
Re: New document number for every revision?!?!

Like Greg, I too feel this is a dangerous path to follow. Not necessarily in terms of document control - although it is certainly top-heavy and the value-added aspect is certainly questionable. My concern is in terms of training.

We don't know how many employees there are or how much documentation is in existence. But for a site like mine with over 250 employees and around 800 documents, changing the numbers all of the time would require that we hire a full-time document/training clerk.

How do you know what documents people need to be trained on? A simple, yet effective, manner to accomplish this is a matrix. All people (or positions) along one axis and all docs along the other. If the doc numbers are continually changing, so too will this matrix. Time consuming and requires resources that could be better spent elsewhere in my opinion. :)
 
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