Unique Document Identification Numbering System

[Ettore]

Have a look to my home fornitures numbering
https://www33.brinkster.com/siso9000/iso9000/main.asp?m=180&c=742&lng=2&xwhat=Nregistro&xwith=24&dbsource=20&StrFrame=3&p=742&t=742&a=742

 

[Pancho]

give me some ideas, leads, and infothe format is what i want, for forms, procedures, policies, manuals

Here's one idea: Don't number them at all.

We keep our documents in a wiki. References to the documents from within the wiki (and all indexes therein) are linked automatically by the document title. For the occasional link from outside the wiki, we use the URL.

To be fair, we started our documentation using a numbering system, but it soon fell into disuse. We changed our procedures to do away with it and don't miss it a bit.

 

[AndyN]

Here's one idea: Don't number them at all.

See post #4

 

[True Position]

hi guys, i need help in developing the unique identifying numbering system
i work a construction company.
give me some ideas, leads, and infothe format is what i want, for forms, procedures, policies, manuals
thanks

The system I used was based off Julian date and year. A document would be identified by first the 7 digit number consisting of julian date and year the policy was created(today being 2022010) followed by a two letter code signifying the number of the documents created that day (AA being the first document, ZZ being the last), after that I use the same coding system for the last time the document was revised.

If I had a procedure from January 1st 2009 that I just updated today and it was the 5th document created January 1 and the third modified today it's document ID would be 0012009AE2022010AC. This allows easy identification of when something was created and how recently it was modified. Also you can track the letters as a metric for number of modified or created documents per day to show throughput in quality.

 

[AndyN]

The system I used was based off Julian date and year. A document would be identified by first the 7 digit number consisting of julian date and year the policy was created(today being 2022010) followed by a two letter code signifying the number of the documents created that day (AA being the first document, ZZ being the last), after that I use the same coding system for the last time the document was revised.

If I had a procedure from January 1st 2009 that I just updated today and it was the 5th document created January 1 and the third modified today it's document ID would be 0012009AE2022010AC. This allows easy identification of when something was created and how recently it was modified. Also you can track the letters as a metric for number of modified or created documents per day to show throughput in quality.

Great description - and like other methods mentioned here, may I ask a simple question? Why?

 

[True Position]

Great description - and like other methods mentioned here, may I ask a simple question? Why?

The procedure is the procedure.

 

[AndyN]

The procedure is the procedure.

But why go to all that codification?

 

[True Position]

But why go to all that codification?

An audit finding was reported to upper management about obsolete documents still in the system so someone came up with that system to help simplify document identification and prevent it from happening again.

 

[harry]

Why do you need a numbering system? Do forms all look the same? Do all procedures etc have the same title? Why add a number when you already have clear (or should have) identifiers on documents - otherwise how will people know what to use? A number won't help!

I am with Andy on this. What is 'key' is 'unique' identification and 'title' is often sufficiently unique to enable the document to be traced or identified..

 

[AndyN]

An audit finding was reported to upper management about obsolete documents still in the system so someone came up with that system to help simplify document identification and prevent it from happening again.

Ouch! Time to go back to basics on this and get rid of a bureaucracy...Most of what you've described as a 'fix' isn't actually - in my experience - going to stop obsolete documents from being made available. I think you'd be doing your organization a big favor if you scrapped the whole thing:mg: