My advice is to keep things in perspective and do NOT try to graft the rigid system of GE on a tiny organization.For a better experience, please enable JavaScript in your browser before proceeding.For project-related documents, the director or project manager will request all pertinent document numbers from the director of quality management, who will provide the document numbers.All employees may request non-project-related document numbers directly from the director of quality management by electronic mail.
Numbering Scheme xyz company documents are numbered as in the sample below: Work Division Document Name Abbreviation Year Category Number Document Number within Category Project or Course Number (Only if applicable) HR- BF- 02- 000- (This is the template.) xxxx HR- BF- 02- 001- (This is the first document.) xxxx 4 Document List The following document list gives the template number for each of the document categories. Examples Of Document Numbering Systems Series Will BeThe first document in the series will be 001, then 002, and so on. Document Name Category Document Number Will this work Does it make sense All inputs are welcome I have almost completed my review of all documents within my company, that is a high level, but I noticed that I have several document types. Also, sounds like the director of quality management is totally in charge of all document numbers. It meets the requirements of the standard, but do you want to be in charge of issuing all document numbers At the company I currently work for, we let work instructions be controlled and issued by department managers. Theyre closer to the action, and better able to determine if a new instruction needs to be issued quickly. Regarding other document types, have you included records (not actually a document, but in a similar vein) Usually the result of an activity - they need to be controlled, especially length of retention, accesibility, and disposal. Weve tried to push our system down as far as possible to empower managers to create and control documents, and records. ![]() Record retention and work instructions are pushed down away from QA. Forms may be either department specific - controlled by the department, or controlled by QA in the electronic system. Department Document Type Abbreviation BD Charts, Diagrams DIA DEV Checklists CK FIN Forms FM HR Guides, Instructions WI IT Processes, Procedures PROC OPS Reports RPT QA Standards STD TRN Templates TMP Based on this scheme someone could easily identify if a document applied to a specific department for example, BD-PROC-001 would be a Business Development Process. The OPS department contains interdepartment documents such as a progress report that everyone uses that same template. Does this make sense Any other suggestions When revising a document we could use the following scheme. Document Sequence Document Phase PA1 First Draft PA2 Second Draft A Final PB1 First Draft PB2 Second Draft B Final OR Document Sequence Document Phase P0.1 First Draft P0.2 Second Draft 1.0 Final P1.1 First Draft P1.2 Second Draft 2.0 Final Which one do you think is easlier. HR-WI-003 is very descriptive easy to follow for us document dudes, though most other people wouldnt care I dont really understand the form of your draft notation though. I do always try to keep things simple (though I dont always suceed) What about D1, D2, FD. Typically, the best features have one scheme wherein each authoring department creates its own numbering scheme for preliminary documents and a second scheme where a new, permanent number is assigned by a central authority when the document goes through all approval processes and is ready to be released. Examples Of Document Numbering Systems Plus A SerialThe permanent number is often a combination of a descriptive prefix (of the department) plus a serial number issued in chronological order. It may be important to also consider Configuration Management at this point in the process to assure all Associated Documents are similarly checked to assure no changes to them are necessary when the new document is issued. The degree of rigidity in the process is in direct proportion to the number of people involved in creating documents and the number of documents they create in aggregate. This means a giant company like GE is a lot more persnickety than a 10 man machine shop, where only two or three folks make documents.
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