How are Project document numbers generated, do you know? - be amazed to learn...

"Documents create a paper reality we call proof."

A Quality Management System's document numbering procedure is crucial in every project. When setting up a document management numbering system, your needs and the amount of paper you will be handling are the most crucial factors to take into account. Numerous papers are produced for routine use or processed for submission in numerous projects, such as EPC or Oil & Gas, and even in some business entities. Traceability is crucial for monitoring since paper files enter and exit the workflow process.

To make identification easier and in accordance with your project or business needs, your documents should be given numbers. The core numbering system is included in the Document Management Procedure created at project commencement. Document numbers are generated by taking into account a variety of characteristics, including document kinds, content, meaning and purpose, originator, and recipient.

Here are a few examples of documentation numbering formats and how they were set up:

Let's have a look at all the project data in the picture below: Note: This is a sample only

We can develop a multiple numbering format based on the data samples above for usage in the Airport Construction 2 Project:

1. Document Flow Type Numbering Format - The document flow is indicated by the numbering code format. How many digits of a number must be utilized will depend on how many documents must be produced. Assuming you won't need more than a few thousand sheets of paper, you can use the range 0001 to 9999. Always leave some leeway between the numbers because doing anything less could potentially cause damage to your numbering. To identify the country in which the documents are used, a country code is included in the format. This is frequently used by businesses with international projects across multiple nations to provide simple traceability at corporate headquarters.

2. Correspondence Style Numbering Format - Letters are a kind of two-way communication that may call for the recipient to answer. It is important to keep a record of the flow of papers of this type and track it for future reference. Since letters typically don't need to be changed or revised, the numbering system doesn't indicate revisions. Although it is only optional as preferred, some companies affix the signature code to the number for internal identification.

3. Document Form Numbering Format - Documents classified as "forms" are those that have a particular application or goal. These are frequently used by commercial entities or in particular project divisions. To retain the identity and make the document detectable in the system, it is essential to number these types of documents.

4. Drawing Numbering Format - When creating a document management system, drawing numbering is one of the most important aspects. Since it is a component of the Drawing Management System, the Design department of the project constantly handles it. The difficulty of developing a unique numbering system for the majority of the drawings under preparation. Formatting an irregular number sequence requires careful number and code organization.

5. Date-Based Numbering Format - This style of format is frequently used by various firms and reflects the date when the documents are prepared or submitted. You can quickly determine when a document was created by looking at it, and finding the most recent version is simple. It is utilized every day for the one-time issue of documents.

The following are 6 suggestions for developing your document numbering system:

1. Plan your system and prepare for the future - Know the scope of your project and anticipate the overall result when it comes to the volume of documents needed for it. If at all possible, design a document management plan or procedure before the project begins or when it is just getting started and the documents and forms are being prepared.

2. All document numbers are unique - Every document number is distinct within an organization or within a project. As I mentioned earlier, "No document shall have the same number at any given time." Even identically numbered documents can be distinguished by their changes in a revision.

3. Make use of convenient separators - Other than the conventional hyphen "-" you may also use a slash "/" and underscore "_" or even dot "." Although document names are frequently suitable possibilities for PDF names, keep in mind the sort of special characters to use as not all of them are allowed in PDF file names.

4. "Document" numbers are different from "Form" numbers - You must distinguish between the document number and the form number. Document numbers are used to identify the document after it has served its purpose, whereas Form numbers are used to identify the form used to create the physical paper for that specific purpose. The same form number may be faintly visible within documents with a series of numbers as issued (see sample below).

5. Make it checked and approved - Let your document numbering system be examined by the appropriate authority and given project management's approval before it is used in an official capacity. After it has been approved, distribute it to all parties involved, project team members, and other staff for use both internally and externally. It's crucial to use the project numbering system consistently for document identification and retrieval.

6. ?Teach your staff how to use the system - The Document Numbering System must be explained to all team members, stakeholders, project managers, and pertinent clients, suppliers, and other parties involved in the documentation process. Inform everyone through appropriate communication, and, if required, train them.

Document Numbering System common issue:

• Inconsistencies and misunderstandings - In certain instances, authors of documents provide incorrect numbering structures and are unsure of the kind of papers they are producing.
• Not checking thoroughly enough - Document Controllers should constantly verify the document numbers because errors might occur with ease. The numbering format may need some corrections because there may be missing components.
• Reference errors - When preparing a document as a response to another document, it is important to provide the document number of the original document it is responding to. Careful review is crucial because it could lead to incorrect references, especially if the subject is a little unclear.
• The revision is missing - Revisions are crucial for correctly identifying documents. Duplicate numbering must be avoided, thus document controllers must devise strategies for keeping track of each revision.

Conclusion

You may manage your project papers by using a tool called document control numbering. It is a part of a complete document management system that enables you to guarantee that documents are produced, reviewed, changed, issued, distributed, and accessed in accordance with established protocols and standards.

Your organization's needs, hierarchies, and commercial goals must be taken into account while choosing your numbering scheme. A good numbering system facilitates operations and fosters a productive workplace.

Does your project have a reliable mechanism for document numbering?

What issues do you run into when tracing your files?

Please follow me on Linkedin; Edgardo Talusan Cruz for more Quality Management System insights and Document Management System information.