Reusing the ID of superseded forms in a Document Consolidation exercise?

N

nurhakim

#1
Hi
In our QMS system,we have a masterlist of documents.However as time goes by,we have consolidated few forms.Meaning to say there is few document
ID number which not belong to any documents.Now we are arranging the documents so that they are in order.Can we use the document number of non-belonging to other remaining do uments?How the revision number will look like?
Thanks.
 
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sridharafep

Quite Involved in Discussions
#2
Re: Changing the document ID

Hey - you need to refer the way you have written your control of documents in your procedure / manual.

You can have numbering in different way according to tour business requirement and basically u need to have control measures. 4.2.3

Generally you can also identify by title and date / or unique number with revision / issues.
 
#3
Re: Changing the document ID

Hello nurhakim, :bigwave:

I am not entirely sure I understood what you mean, so just to make sure you get the answers you need:
there is few document ID number which not belong to any documents
Is your system simply running out of available document ID numbers?
Now we are arranging the documents so that they are in order.
In what kind of order (Acc. to process, numbering, or...)?
Can we use the document number of non-belonging to other remaining douments?
Could you describe the numbering system you use?

/Claes
 
N

nurhakim

#4
Re: Changing the document ID

hi,

thanks...basically we are not running out of numbers,I am now taking charge of the document control from another personnel.I found out that some documents and quality records are no longer in use.So I decided to remove them from our system.As I want to rearrange them in terms of numbering system i.e. 01,02 etc,I might want to consider reusing the document numbers.
 

harry

Super Moderator
#5
Re: Changing the document ID

...............Now we are arranging the documents so that they are in order.Can we use the document number of non-belonging to other remaining documents? ...................
Generally, there is no requirement that the IDs/# must be in continuous running numbers nor is there a requirement to even use document numbering. Unless you are carrying out a complete revamp, be careful because such numbers may be quoted in other documents such as WIs or PQPs and it may also cause confusion to the regular users.

.................... I am now taking charge of the document control from another personnel.I found out that some documents and quality records are no longer in use.So I decided to remove them from our system. .........................
Good opportunity to make sure that the whole QMS documents meet your current needs and then revamp and reissue it. Make sure that you make the necessary updates and changes to your relevant document control procedures in view of the changes made.
 
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