Restructuring Document Control Numbering System

[dubrizo]

Hi all,

I'm about to propose to my MGMT group that we change the way our documents are numbered in order to provide better clarity for parent-subordinate documents (document tree), as well as indication by the start of the document number which functional department is responsible for upkeep, review, and changes to the document.

My need for clarity is this: if I get the green light for this project, what should I do with the revision levels of the current documents--do I leave the rev. levels the same, or would I be OK with starting everything from rev 1/A with something in my doc control procedure speaking to when this happened and that all old revs. are archived.

Thanks!

 

[Miner]

Re: Restructuring Doc Control Numbering

I would start by asking whether a document numbering system is really necessary. If your document system is relatively small, a document number is not required or necessary. Having said that, a large document system can benefit from a numbering scheme to provide clarity and organization.

Regarding your specific question, either option could be done, provided you have some level of continuity between the new and the old. A simple statement in each new procedure that says something like "Replaces procedure XYZ, revision ##" is one possible option. If you have a master document list, you could note it there instead.

 

[Marc]

Re: Restructuring Doc Control Numbering

I have cited this as an example of a simple "system" for a small company for many years now: https://elsmar.com/pdf_files/Doc_Matrix.pdf - Food for thought about simplicity.

 

[rogerpenna]

I really appreciate Miner's answer.

The changes I am about to make are a bit more complex. We already use an DMS system and are about to change to a new DMS system.

It would be next to impossible (ok, not impossible at all, just very time consuming) to move all documents and all their old versions to the new database, with all the info about their history (changes, etc)

I can however recreate all of them from version 1.0 and have another folder with all the old documents and an Excel table including all the docs from the old database (including all data of version history, dates, etc) then if someone needs the old versions or check the whole history of the document, they can search the new doc name in the Excel table, find the data and also the file.