10 Document Numbering Systems Best Practices
A document numbering system is a great way to keep track of all your company's documents. Here are 10 best practices to follow.
Document numbering systems are an important part of any document management system. They help to organize and keep track of documents, and can be used to automate various processes.
However, designing an effective document numbering system can be a challenge. There are many different factors to consider, such as the type of documents being numbered, the workflow of the organization, and the needs of the users.
In this article, we will discuss 10 best practices for designing document numbering systems. By following these best practices, you can create a system that is effective and efficient, and that meets the needs of your organization.
1. Use a system that is easy to understand
If you use a system that is difficult to understand, it will be more difficult for people to find the documents they need. This can lead to frustration and wasted time, which can ultimately impact your bottom line.
It is also important to use a system that is easy to update. If you have to constantly update your numbering system, it will eventually become outdated and people will have difficulty finding the most recent versions of your documents.
Finally, you want to use a system that is flexible. You never know when you might need to make a change to your numbering system, so it’s important to have a system that is easily adaptable.
2. Make sure it’s unique and unambiguous
If a document number is not unique, then it’s possible for two different documents to have the same number. This can lead to confusion and mix-ups, which can be costly or even dangerous.
On the other hand, if a document number is ambiguous, then it’s possible for there to be more than one interpretation of what that number means. This can also lead to confusion and mix-ups.
To avoid these problems, it’s important to make sure that your document numbering system is both unique and unambiguous. There are a few ways to do this, but one of the simplest is to use a combination of letters and numbers.
For example, you could use a three-letter code for the type of document, followed by a dash, and then a four-digit number. So, a purchase order might have the document number “P-O-0001”, while a customer invoice might have the document number “I-N-0001”.
This system is not only unique and unambiguous, but it’s also easy to remember and use.
3. Ensure the numbering system can be used for all documents
If a numbering system can only be used for certain types of documents, then it’s possible that some documents will be left unnumbered. This can create confusion and make it difficult to track and manage documents.
A good document numbering system should be able to accommodate all types of documents. It should also be flexible enough to allow for changes and additions over time.
4. Keep it simple and consistent
If your document numbering system is too complicated, it will be difficult for users to understand and follow. This can lead to confusion and errors, which can in turn cause delays and other problems.
On the other hand, if your system is too simple, it may be difficult to find specific documents or track changes over time. Therefore, it’s important to strike a balance between simplicity and complexity.
It’s also important to be consistent with your numbering system. This means using the same format for all documents, and avoiding any ambiguity. For example, if you use numbers and letters in your system, make sure that the meaning of each character is always clear.
5. Avoid using numbers or letters with special meaning
When you use numbers or letters with special meaning, it can be difficult to change the numbering system later on. For example, if you use “1” to represent the first revision of a document, and “2” to represent the second revision, then what do you do when you need to make a third revision? You can’t just use “3”, because that would mean something different.
It’s much better to use a consistent numbering system from the start. That way, if you need to make changes later on, it’s easy to do so without having to renumber everything.
6. Don’t use spaces, dashes, or other punctuation marks
When you use punctuation marks in document numbers, it can be difficult to search for documents later on. For example, if you have a document with the number “12-345”, and you want to find all documents that contain the number “12”, you would have to search for “12-*” instead of just “12”.
It’s also important to avoid using punctuation marks because they can be misinterpreted when scanned or entered into a database. For example, if you have a document with the number “12/345”, and you try to scan it into a database, the “/” might be interpreted as a division sign instead of a slash.
To avoid these problems, it’s best to use a simple numbering system that doesn’t include any punctuation marks.
7. Consider document type when assigning a number
Different document types have different purposes, and as such, require different information to be conveyed. For example, an invoice needs to include the date, customer name, and purchase amount, while a packing slip might just need the order number and shipping address.
If you were to use the same numbering system for both document types, it would be difficult to distinguish between them at a glance. However, if you use a document numbering system that includes the document type in the number (e.g., INVOICE-0001, PACKING-0002), then you can quickly and easily identify the purpose of each document, even if they’re out of sequence.
Not only does this make things easier for you and your team, but it also reduces the risk of errors, since you’re less likely to accidentally send the wrong document to a customer.
8. Create a master list of document numbers
A master list ensures that every document in your system is accounted for and assigned a unique number. This is important for two reasons.
First, it helps you keep track of all the documents in your system. Second, it helps prevent duplicate numbers from being assigned to different documents.
Creating a master list also makes it easier to add new documents to your system. When you have a list of all the existing document numbers, you can simply assign the next available number to the new document.
9. Include the date in your document number
If you ever need to reference a specific document, it can be very helpful to know when it was created. This is especially true if you have documents that are similar in content but were created at different times.
For example, let’s say you have two documents about the same topic, but one was created in January and the other was created in March. If you only had the document numbers to go by, you wouldn’t be able to tell which was which. However, if the document numbers included the date, you would be able to tell that the first document was created in January and the second document was created in March.
This may seem like a small detail, but it can be very helpful in practice. Therefore, we recommend always including the date in your document number.
10. Update your numbering system regularly
If you don’t update your numbering system regularly, it can become outdated quickly. This is especially true if you’re using a manual system or if your business is growing rapidly.
An outdated numbering system can cause confusion and make it difficult to find documents. It can also lead to duplicate numbers, which can be a major problem.
To avoid these problems, it’s important to review your numbering system periodically and update it as needed. You should also consider automating your system to make it easier to keep up-to-date.