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Document Numbering Procedure (Document Codification System) (Word DOCX)
Word (DOCX) 20 Pages
BENEFITS OF DOCUMENT
- Every Document will be having a unique identity of it's own with it's charactristics
- Document will never be duplicated hence redundancy and confusion on retrieval and storage is avoided
- Every Project and Department will bear sequential numbering
DESCRIPTION
Document Numbering for an organization or for a project plays a highly important role in controlling and monitoring correspondences and documents generated across the organization and project as per the requirements.
A unique document numbering system across project/organization will improve the ability to control, retrieve and update accurate information with the latest document revisions and the approval status wherever applicable and to maintain document control register for each to & fro transaction of documents across all activities in the organization.
The purpose of this procedure is for assigning unique sequential document numbers in a consistent and logical manner to all company or project related correspondences & documents/drawings generated for internal and external communication with efficiency, consistency, quality and in secure manner.
The Document Numbering System or Document Codification System shall be applicable to all business units within organization and its stakeholders if using the same system as per the client's contract scope of work.
This procedure will be implemented at all locations except if client specifically mention to follow their own numbering system or to follow both numbering systems in parallel.
When a document is revised as per the requirements of the scope, it passes from one revision status to the next.
This comprehensive guide also includes detailed tables of discipline codes and Word document types, ensuring every department adheres to the same standards. The procedure outlines the specific codes for various document categories, from piping and civil/structural to finance and quality assurance. This systematized approach facilitates seamless integration and uniformity across all business units, enhancing traceability and accountability. By implementing this codification system, organizations can significantly reduce errors, streamline document management processes, and ensure compliance with industry standards.
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Source: Best Practices in Document Management, Records Management Word: Document Numbering Procedure (Document Codification System) Word (DOCX) Document, Prakash Patel (DMS Trainer & Consultant)
