The Elsmar Cove Business Standards Discussion Forums More Free Files Forum Discussion Thread Post Attachments Listing Elsmar Cove Discussion Forums Main Page
Welcome to what was The Original Cayman Cove Forums!
This thread is carried over and continued in the Current Elsmar Cove Forums

Search the Elsmar Cove!

Wooden Line
This is a "Frozen" Legacy Forum.
Most links on this page do NOT work.
Discussions since 2001 are HERE

Owl Line
  The New Elsmar Cove Forums
  Documentation
  Documentation Organization (Matrix) "HELP"

Post New Topic  Post A Reply
profile | register | preferences | faq | search

UBBFriend: Email This Page to Someone! next newest topic | next oldest topic
Author Topic:   Documentation Organization (Matrix) "HELP"
Herman
Lurker (<10 Posts)

Posts: 1
From:Mesa, AZ USA
Registered: Nov 2000

posted 28 November 2000 09:22 AM     Click Here to See the Profile for Herman   Click Here to Email Herman     Edit/Delete Message   Reply w/Quote
I am currently a Manufacturing Engineer for a new start up medical device contract manufacturer. We currently do not have a quality engineer and the general manager and myself are sharing these duties. It is my task to organize a document control system that is in place, but not yet organized. We currently have a string of documents such as procedures, forms, records/logs, work instructions. What I am looking for is a simple matrix that I can utilize to help me set up the organization of these documents into a single numbering system. The way they are currently numbered is that each catagory has its own prefix (i.e. WI for work instruction and so on and so forth). Can anyone help me with this problem?

Thanks

------------------

IP: Logged

David Mullins
Forum Contributor

Posts: 248
From:Adelaide, South Australia, Australia
Registered: Nov 1999

posted 28 November 2000 09:44 PM     Click Here to See the Profile for David Mullins   Click Here to Email David Mullins     Edit/Delete Message   Reply w/Quote
I'm keen to see the feedback on this one myself. My new employer has the office I'm at ISO 9001 certified/registered, but not the other dozen offices spread around Australia and SE Asia (and their certified office is extremely short on objective evidence, and long on dodgy meaningless procedures).

What they do have is a mother of a document numbering system.

Document identification is to be in accordance with the following format:
DDDDDD_KKK_NNNNN_CC
where:
Š „DDDDDDš is the 6 digit job or project number and office code combined.
Š „KKKš identifies the Document Type Code (refer to list below)
Š „NNNNNš is the 5 digit document number which is independent of project but unique to the particular business unit (consecutive ordinal numbers from 0001). {Note if you currently have been using a similar ordering and are at , say, 0859, you could continue with the same number sequence (eg. 00860) and so provide good continuity.}
Š „CCš is the 2 digit version/issue of the document: „numericš for issued documents but an „alphaš for pre-issue draft versions.
Note: All letters to be in upper case.

DOCUMENT ELECTRONIC STORAGE (FILENAMES)
To facilitate ease of transfer and storage of electronic documents, file identification is to be in accordance with the following format (compatible with PC use):
DDDDDD_KKK_NNNN_CC_Freeform.Ext
where:
Š „DDDDDD, KKK, NNNNN, CCš are as the document number above
Š „FreeFormš is the document title and optional
Š „Extš is the filename extent automatically generated by the software package.
Note: All letters to be in Upper case.


Examples

For a Perth administrative letter requesting payment of an invoice, the document number would be:

600001_ADM_00945_00.doc

For a Perth proposal or quote associated with Job No 600235, the document number would be:

600235_PTQ_00946_00.doc

For a Perth document of a Test Procedure for Job No 600276, the document number would be:

600276_TPR_00947_00.doc

The first update of this procedure would have the number

600276_TPR_00947_01.doc

For an Adelaide document to provide an Interface Control Document for Job No 504496, the draft document number at sequence 11657, would be:

504496_ICD_11657_aa.doc

which would be issued after review at

504496_ICD_11657_00.doc

The next update and re-issue would then have the document number

504496_ICD_11657_01.doc


AND ON IT GOES FROM THERE.

Needless to say I am intending to change this system, as the other offices, upon which this system is being applied, don't like it too much - wonder why?

------------------

IP: Logged

David Mullins
Forum Contributor

Posts: 248
From:Adelaide, South Australia, Australia
Registered: Nov 1999

posted 29 November 2000 06:18 PM     Click Here to See the Profile for David Mullins   Click Here to Email David Mullins     Edit/Delete Message   Reply w/Quote
Sorry, I've taken the question a step further than Herman. I'm looking at one system for ALL documents, this includes Project Management, design, drawings, memo's, minutes, templates, etc. So I'm not just looking at procedures, instructions, manuals and forms.

The ultimate truth is that the numbering SYSTEM really only matters to quality people, and confused engineers. Nobody else cares, as long as there is a means of differentiating between document A and document B.

The main problem I have is that my new employer is applying a job control numbering system to documentation, which provides individual identifying numbers/codes, but they make no sense like the QM, SOP, WI analogy.

------------------

IP: Logged

Al Dyer
Forum Wizard

Posts: 622
From:Lapeer, MI USA
Registered: Oct 2000

posted 01 December 2000 07:00 PM     Click Here to See the Profile for Al Dyer   Click Here to Email Al Dyer     Edit/Delete Message   Reply w/Quote
100% agree with David. It doesn't matter if a document is labeled abs, xyz, 123 etc...

The more "intricate" the numbering system the more chance there is for error.

I do believe that the system should be robust enough to have traceability of a level III document back to the Level II procedure.

Example:

Policy: QS-000
Procedure: QS-031, Contract Review Procedure
Form: qs-031-A, Feasibility Study Form
Instruction: wi-031-01, Feasibility Instruction

Just a thought.

ASD...

[This message has been edited by Al Dyer (edited 01 December 2000).]

[This message has been edited by Al Dyer (edited 01 December 2000).]

IP: Logged

All times are Eastern Standard Time (USA)

next newest topic | next oldest topic

Administrative Options: Close Topic | Archive/Move | Delete Topic
Post New Topic  Post A Reply Hop to:

Contact Us | The Elsmar Cove Home Page

Your Input Into These Forums Is Appreciated! Thanks!


Main Site Search
Y'All Come Back Now, Ya Hear?
Powered by FreeBSD!Made With A Mac!Powered by Apache!