I have been through this before. When starting a new numbering system, everything gets put in as R00. For the change record simply say document XXXX has been transferred to the new numbering system. You would still keep all of the history of the old system in the revision record or just archive it. The last place I worked, we moved to a doc control system, and all documents were considered new. All of the old documents where simply archived.
The new place I work, we have three locations so I came up with this numbering scheme for labeling:
For Company documentation that is not location dependent
For Company documentation that is office related or generated
For Company documentation that is lab related or generated
For Company documentation that is plant 1 related or generated
For Company documentation that is plant 2 related or generated
Indicates an Equipment Tag (for tracking)
Good Manufacturing Practices
Food Safety Management System
Health and Safety
Quality Assurance and Control
Research and Development
For Blank Forms
Meeting Related Documentation
Original Equipment Manufacturer Documentation
Sample identification documents
Scope of Work
Standard Operating Procedures
For each category, the Document ID will start with the acronym of the location then department, then information type followed by a 4-digit number. Numbers will start at 0001 and go up.
Document Control and the tags are in the same document
This process is working very well. Hope this works for you.