How does the document control system prevent the mess? (continued-Part 2)

Intelligent document control numbering/coding system?

Document control numbering is the use of a system for document numbering that allows you to create, store, and then access documents in an organized manner.

Document numbers are similar to your ID number. Just like your personal administrative record is linked to your ID number, the history of documents is attached to their document number. From an administrative point of view, you don’t really exist if you don't have an ID number. The same is true for documents. You can’t control a document that is not numbered.

The simplest form of a document numbering system is the file and folder names that are used daily.

This system works well when the number of files is limited. However, in organizations where hundreds or thousands of documents are generated each day, then this simple system does not work, and designing an effective and intelligent document numbering system can be a challenge.

The more complex and bigger the organization is, the need of an effective and intelligent numbering system is essential.

Intelligent document numbers can include established static values like acronyms for document types, departments or units to which the document belongs, or other information relating to the document's content.

Considerations in Document Numbering Design in large organizations:

1. Make the numbering serve your needs
2. Design it to last
3. Use familiar codes for numbering
4. Make sure it’s unique and unambiguous
5. Consider document type when assigning a number
6. Ensure the scheme is documented and communicated to users
7. Administer numbers centrally

Examples:

• "QP.Fin.005”—->> quality procedure no. five in the financial department
• "QI.Prd.105”—->> quality instruction no. 105 in the Production department