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:
Location:
Tag:
Description:
COMP
For Company documentation that is not location dependent
OFFC
For Company documentation that is office related or generated
LAB
For Company documentation that is lab related or generated
PLT1
For Company documentation that is plant 1 related or generated
PLT2
For Company documentation that is plant 2 related or generated
Category:
Tag:
Description:
ENG
General Engineering
ENV
Environmental
EQPT**
Indicates an Equipment Tag (for tracking)
GMP
Good Manufacturing Practices
FIN
Finance
FSMS
Food Safety Management System
HR
Human Resources
HS
Health and Safety
IT
Information Technology
LEG
Legal
OPS
Operations
QAC
Quality Assurance and Control
RND
Research and Development
Information Type:
Tag:
Description:
CKL
Checklist
CON
Contracts
DATB
Databases
FLOW
Flowchart
FORM
For Blank Forms
GDL
Guidelines
GRPH
Graphs
IMG
Images
MEET
Meeting Related Documentation
OEM
Original Equipment Manufacturer Documentation
PAT
Patents
POL
Policy
PO
Purchase Order
PR
Purchase Requests
PRES
Presentations
SAMP
Sample identification documents
SCOP
Scope of Work
SOP
Standard Operating Procedures
SPEC
Specifications
TEMP
Templates
TNG
Training
REP
Reports
WI
Work Instructions
WO
Work Orders
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.
Example: LAB-RND-FORM-0010-00
Document Control and the tags are in the same document
This process is working very well. Hope this works for you.