Tài liệu Electronic Database docx

139
This chapter shows an electronic method of assigning document
numbers and establishing an electronic database. The number assignment
method detailed in Ch. 6 is for a manual paper-based documentation
system. All documents will need to have unique numbers assigned to them
for identification and tracking purposes. The document number is used as
a locator (find number) in a database, and identifies each unique document
type.
7.1.0 DOCUMENT NUMBER STRUCTURE
Because the database is structured in such a way that allows for
searching for any of the document’s information, the document number
does not need to have very much intelligence in it. Use the document type
for the prefix and then a two-digit number for the suffix.
Policy number example: P01
P = Prefix
01 = Suffix
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Electronic Database
140 Developing and Managing Engineering Procedures
7.1.1 Prefix
The prefix part of the document number defines the document
type. When you sort the document type column all of the different
document types will be grouped together. For example, D would put all of
the departmental instructions next to each other in a report.
P = Policy
D = Departmental Instructions
EP = Engineering Procedure
7.1.2 Suffix
The suffix contains the number of documents of each type that is
allowed. For example, 00 would allow for 99 different documents.
7.1.3 Identification Numbers and Interpretation

Complete Number Interpretation
P16 This would be the 16
th
Policy ever
written
D12 This would be the 12
th
Departmental
Instruction ever written
EP09 This would be the 9
th
Engineering
procedure ever written
Table 7.1 shows what the document database might look like over time.
Electronic Database 141
Document No. Title
D01 Departmental Instructions
D02
D03
E01 Engineering Procedures (Sec. 1)
E02
E03
EP01 Policies
EP02
EP03
etc.
Table 7.1. Database Report Printout
7.2.0 DOCUMENT DATABASE
You will need to develop a database for policies, department
instructions, engineering procedures, and their associated review and

change documents. This is the key database that is used for planning,
scheduling, and status reporting for all of the documents. The database is
used for identifying the latest available document number for each type of
document. Following is an example page from the database that is main-
tained by engineering document control. With this list you will be answer-
ing the following questions:
142 Developing and Managing Engineering Procedures
• What is the document number?
• When is the revision of the document?
• What is the title of the document?
• How many pages are in the document?
• What is the document review form number?
• What is the document change request form
number?
• Who entered in the information into the database?
• When was the information entered?
Document Database—Preparation. Each of the following
circled numbers corresponds to the circled numbers on the example
document database.
❶ Document Number: Enter the document number.
❷ Revision: Enter the document’s revision letter.
❸ Title: Enter the document’s title.
❹ Number of Pages: Enter the total number of pages.
❺ DRF Number: Enter the document review form
number.
❻ DCRF Number: Enter the document change request
form number.
❼ Initials: Enter your initials after the information is
loaded into the log.
❽ Date: Enter the date after the information is loaded

into the log.
7.2.1 Example—Document Database
Following is an example page of a completed document database.
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Document Database
Document Number ❶
Revision ❷
Title ❸
Number of Pages ❹
DRF Number ❺
DCRF Number ❻
Initials ❼
Date ❽
etc.
Example–Document Database Sheet