posted 27 September 1998 01:45 PM               

Their index and control document is: Doc_Matrix.pdf in the pdf files directory at /pdf_files/

posted 16 May 1999 06:44 AM               

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Subject: Re: Documentation Structure, Numbering /Rezac/Barton
Date: Fri, 14 May 1999 10:17:43 -0600
From: ISO Standards Discussion

From: [email protected]
Subject: Re: Documentation Structure, Numbering /Rezac/Barton

> I have done some research on the net and found very little. (I was
> hoping to find suggested outlines for a document control structure, and
> possibly some practical document numbering schemes.) So, my request to
> the list members is--do any of you have a document control structure and
> numbering scheme that works especially well and is practical and easy to
> use? Can you suggest any websites or technical references that would
> help me?

At my last company I used a very simple and effective system for numbering and control that works in both paper based and electronic based systems. The Document Control Number was configured ABXXXX, where AB is an alpha departmental code such as PR for purchasing. The first leading X was the level of the documentation system as in a typical ISO 9000 documentation structure, 1 for the quality manual, 2 for level-2 administrative (interdepartmental) procedures, 3 for level-3 work (intradepartmental) instructions, and 4 for level-4 records/forms. The last 3 Xs were placeholders for each document in that department, e.g. 001 for the first document, 002 for second, etc. This leaves room for 999 documents in a department for each of levels 2, 3 and 4. In practice I never had anywhere close to that many documents (try to keep it lean), but in a truly huge company and a paper intensive industry (read pharmaceuticals) I guess it could happen. In that case, I suggest departmental subdivision.

For control purposes I used a revision code XXABCXX-XXX. The revision code consisted of the date and a numerically indexed placeholder for the number of revisions that have taken place for that document. The first two digits were the date within the month (01-31), the next 3 alpha codes were an abbreviation for the month (JAN, FEB) and the last two digits were the year. The last 3 Xs were placeholders for each revision of that document, e.g. 001 for the first revision, 002 for second, etc.

This system worked extremely well. The document control number can be the filename in a computer. You can develop a database or spreadsheet file that is a hypertext index by title, department or whatever works best for your company -- keeping records of current revision codes, where the document is in the approval cycle, etc. The database becomes the entrypoint for users. When the database is well developed and maintained there is never any confusion about the latest and greatest. Simple observation allows anyone to determine where in system the document fits and whether it is current and its status. A procedure administrator should control the approval cycle, assignment of document numbers, revision codes and releases when all the approvals are complete. The revision code date is the simultaneous date of release for use and implementation date.