Last fall I took over the Quality Manager role at our company and have been trying to get everything in order since then and it has been a very tedious process.
We are considering changing the way our documents are numbered so they are easier to identify.
Has anyone done an overhaul on their QMS document numbering system and if so, do you have any suggestions?
Currently the document numbering system is just 000 to 3999 - separated by Number Series/Functional Area as shown below.
I'm working on a new numbering/lettering scheme that will make the documents much more easy to identify - shown below the current system.
CURRENT NUMBERING SYSTEM
000-499 Manuals & Plans
500-999 QMS & Safety
1000-1499 Human Resources
1500-1999 Facility & Security
2000-2499 Customer Service
2500-2999 Operations
3000-3499 Information Technology
3500-3999 Finance/Accounting
PROPOSED NUMBERING SYSTEM
For each category, the Document ID will start with the acronym of the location then department, then information type followed by a 3-digit number.
Numbers will start at 001 and go up with a decimal to indicate version (001.1, 001.2, etc.)
Example: COMP-QMS-SOP-001
LOCATION:
COMP
For Company documentation that is not location dependent
MO
For Company documentation that is Missouri related or generated
NV
For Company documentation that is Nevada related or generated
PA
For Company documentation that is Pennsylvania related or generated
CATEGORY:
GMP
Good Manufacturing Practices
FIN
Finance
HR
Human Resources
HS
Health and Safety
IT
Information Technology
OPS
Operations
QMS
Quality Management System
DOCUMENTATION TYPE:
CKL
Checklist
FLOW
Flowchart
FORM
For Blank Forms
MATX
Matrix
MEET
Meeting Related Documentation
OEM
Original Equipment Manufacturer Documentation
PLAN
Plan
POL
Policy
PUR
Purchasing Documents
REP
Report
SOP
Standard Operating Procedures
SPEC
Specifications
TEMP
Templates
TNG
Training
WI
Work Instructions
NUMBER:
Numbers will start at 001 and go up with a decimal to indicate version (001.1, 001.2, etc.)
For each category, the Document ID will start with the acronym of the location then department, then information type followed by a 3-digit number.
Numbers will start at 001 and go up with a decimal to indicate version (001.1, 001.2, etc.)
Example: COMP-QMS-SOP-001