Engineering Document Control
This chapter covers several subjects including a block number
system, document-numbering systems, document titles, logbooks for policies,
departmental instructions, engineering procedures, forms, manuals,
document review forms, document change request form, and a document
master list.
6
Engineering Document
Control
This chapter covers several subjects including a block number
system, document-numbering systems, document titles, logbooks for poli-
cies, departmental instructions, engineering procedures, forms, manuals,
document review forms, document change request form, and a document
master list.
6.1.0 BLOCK NUMBERING SYSTEM
All of the document numbers in this book came from the following
blocks of numbers shown in Table 6.1. These blocks of numbers were
established prior to assigning numbers to policies, departmental instructions,
engineering procedures, forms, manuals, document review forms, and
document change request forms. This method controls the number assign-
ment effort so that there will be no duplicate identification numbers on
documentation.
101
102 Developing and Managing Engineering Procedures
Table 6.1. Block Numbering System
Policies
P-01 thru P-99
This allows for 99 different policies.
Departmental Instructions
D-01 thru D-99
This allows for 99 different departmental instructions.
Engineering Procedures
EP-01-01 thru EP-01-99
EP-02-01 thru EP-02-99
EP-03-01 thru EP-03-99
EP-04-01 thru EP-04-99
EP-05-01 thru EP-05-99
EP-06-01 thru EP-06-99
EP-07-01 thru EP-07-99
This allows for 99 different procedures for each section of the manual.
Forms
E001 thru E999
This allows for 999 different forms.
Manuals
EPM001 thru EPM999
This allows for 999 different manuals.
Document Review Forms
DRF001 thru DRF999
This allows for 999 different document review forms.
Document Change Request Forms
DCRF001 thru DCRF999
This allows for 999 different document change request forms.
Engineering Document Control 103
Following are the document numbering systems, titles and logbooks
for policies, departmental instructions, engineering procedures, forms, manu-
als, document review forms, and document change request forms.
6.2.0 POLICY NUMBERS
Policies will need unique identification numbers assigned to them
for logging and tracking purposes. Identification numbers are used as
locators in spreadsheets and in engineering document control. There are
two numbering systems defined in this book. This section is for a manual
paper-based documentation system and Ch. 7 is for electronic.
Following is an example of an identification number for a policy.
P-01 = Policy
P = One letter document designation for a policy.
-01 = Two digit number. (This allows for 99 policies.)
Figure 6.1 shows an example of what policy numbers look like in a policy
manual for the engineering department.
P o lic y
N u m b e rs
P -0 1
T h ro u g h
P -9 9
Figure 6.1. Policy numbers.
104 Developing and Managing Engineering Procedures
6.2.1 Example—Policy Numbers and Interpretation
Following are some examples of how to identify a policy by its
assigned number. The first letter identifies the type of document, and the
next two digits uniquely identify the policy.
Complete Number Interpretation
P-05 This is the 5th policy written.
P-10 This is the 10th policy written.
6.3.0 POLICY NUMBER ASSIGNMENT
Because the numbering system in this part of the book is for a
manual paper-based documentation system, a logbook is required to record
each policy number. When assigning new policy numbers, the question is,
what is the next available number? A logbook displays the last number that
was assigned, and provides a place for a new number to be entered.
6.3.1 Policy Number Assignment Log
Following is an example page from the document number assign-
ment log for policies that is maintained by engineering document control.
With this log you will be answering the following questions:
• What is the policy’s number?
• What is the title of the policy?
• Who assigned the number?
• When was the number assigned?
Engineering Document Control 105
Policy Number Assignment Log
Policy No. Title Initials Date
❶ ❷ ❸ ❹
Example–Policy Number Assignment Log Sheet
106 Developing and Managing Engineering Procedures
Policy Number Assignment Log—Preparation. Each of the
following circled numbers corresponds to the circled numbers on the
example policy number assignment log.
❶ Policy No.: Enter the policy’s number.
❷ Title: Enter the policy’s title.
❸ Initials: Enter your initials after logging in the
information.
❹ Date: Enter the date after the information is loaded
into the log.
6.3.2 Example—Policy Number Assignment Log
Below is an example of a page from a Policy Number Assignment
Logbook.
6.4.0 POLICY TITLES
The policy title needs to identify which function is being ad-
dressed in such detail that there is no question as to what it is covering.
Policy title examples would be:
Change Control Policy
Customer Documentation Control Policy
Research and Development Policy
Forms Control Policy
Engineering Document Control 107
Policy Number Assignment Log
Policy No. Title Initials Date
P-01 Product Development PAC 1/2/00
P-02 Product Phases PAC 2/14/00
P-03 etc.
P-04
P-05
P-06
P-07
P-08
P-09
P-10
P-11
P-12
P-13
P-14
P-15
P-16
P-17
P-18
P-19
P-20
P-21
P-22
Example–Policy Number Assignment Log (with sample entries)
108 Developing and Managing Engineering Procedures
6.5.0 DEPARTMENTAL INSTRUCTION NUMBERS
All departmental instructions will need a unique identification num-
bers assigned to them for tracking purposes. The identification number is
used as a locator in spreadsheets and in engineering document control.
There are two numbering systems defined in this book. This section is for
a manual paper-based documentation system and Ch. 7 is for electronic.
Following is an example of an identification number for a depart-
mental instruction.
D-01 = Departmental Instruction.
D = One letter document designation for a departmental
instruction.
-01 = Two digit number. (This allows for 99 departmental
instructions.)
Figure 6.2 shows an example of what a departmental instruction’s
number would look like in a departmental instruction’s manual for the
engineering department.
D e p a rtm e n ta l
In s tru c tio n
N u m b e rs
D -0 1
T h ro u g h
D -9 9
Figure 6.2. Departmental instructions numbers.
Engineering Document Control 109
6.5.1 Example—Departmental Instruction Numbers and
Interpretation
Following are some examples of how to identify departmental
instructions by their assigned number. The first letter identifies the type of
document, and the next two digits uniquely identify the departmental
instructions.
Complete Number Interpretation
D-04 This is the 4th departmental instruction
written.
D-15 This is the 15th departmental instruction
written.
6.6.0 DEPARTMENTAL INSTRUCTIONS NUMBER
ASSIGNMENT
Because the numbering system in this part of the book is for a
manual paper-based documentation system, a logbook is required to record
each departmental instruction number. When assigning new departmental
instruction numbers, the question is, what is the next available number? A
logbook displays the last number that was assigned, and provides a place
for a new number to be entered.
6.6.1 Departmental Instruction Number Assignment Log
Following is an example page from the document number assign-
ment log for departmental instructions that is maintained by engineering
document control. With this log you will be answering the following
questions:
• What is the departmental instruction’s number?
• What is the title of the departmental instruction?
• Who assigned the number?
• When was the number assigned?
110 Developing and Managing Engineering Procedures
Departmental Instruction Number Assignment Log
DI No. Title Initials Date
❶ ❷ ❸ ❹
Example–Departmental Instruction Number Assignment Log Sheet
Engineering Document Control 111
Departmental Instruction Number Assignment Log—Prepa-
ration. Each of the following circled numbers corresponds to the circled
numbers on the example departmental instruction number assignment log.
❶ DI No.: Enter the departmental instruction’s number.
❷ Title: Enter the departmental instruction’s title.
❸ Initials: Enter your initials after logging in the
information.
❹ Date: Enter the date after the information is loaded
into the log.
6.6.2 Example—Departmental Instruction Number Assignment
Log
Below is an example of a page from a Departmental Instruction
Number Assignment Logbook.
6.7.0 DEPARTMENTAL INSTRUCTION TITLES
The departmental instruction title needs to identify which function
is being addressed in such a detail that there is no question as to what it is
covering.
Departmental instruction title examples would be:
Master File Update
Drawing Number Assignment
Document Original Control
Where-Used Input Report
Document Release
Document Distribution
112 Developing and Managing Engineering Procedures
Departmental Instruction Number Assignment Log
DI No. Title Initials Date
D-01 Drawing Number Assignment PAC 5/22/00
D-02 Where-Used Input Report PAC 6/12/00
D-03 etc.
D-04
D-05
D-06
D-07
D-08
D-09
D-10
D-11
D-12
D-13
D-14
D-15
D-16
D-17
D-18
D-19
D-20
D-21
D-22
Example–Departmental Instruction Number Assignment Log (with sample entries)
Engineering Document Control 113
6.8.0 ENGINEERING PROCEDURE NUMBERS
All engineering procedures will need unique identification numbers
assigned to them for tracking purposes. Identification numbers are used as
locators in spreadsheets and in engineering document control. There are two
numbering systems shown in this book. This section is for a manual paper-
based documentation system and Ch. 7 is for electronic.
Following is an example of an identification number for an engi-
neering procedure.
EP-01-01 = Engineering Procedure
EP = Two letter document designation for engineering
procedure.
-01 = Two digit manual section number. (This allows
for 99 manual sections.)
-01 = Three digit procedure number. (This allows for
99 procedures.)
Figure 6.3 shows an example of what the engineering procedure
numbers would look like in an engineering procedure manual that has
seven sections. Section One would have engineering procedure numbers
from EP-01-01 through EP-01-99. This allows for 99 different procedures.
P ro ce d u re
N u m b e rs
S e c tio n 1 S e c tio n 2 S e c tio n 3 S e c tio n 4 S e c tio n 5 S e c tio n 6 S e c tio n 7
E P -01 -01 E P -02 -01 E P -04 -01 E P -03 -01 E P -05 -01 E P -06 -01 E P -07 -01
T h rou gh T h rou gh T h rou gh T h rou gh T h rou gh T h rou gh T h rou gh
E P -01 -99 E P -02 -99 E P -04 -99 E P -03 -99 E P -05 -99 E P -06 -99 E P -07 -99
Figure 6.3. Engineering procedure numbers.
114 Developing and Managing Engineering Procedures
6.8.1 Example—Engineering Procedure Numbers and
Interpretation
Following are some examples of how to identify the engineering
procedure by its assigned number. The first two letters identify the depart-
ment function that is responsible for the document, the next two digits
identify the manual section, and the last two digits uniquely identify the
procedure.
Complete Number Interpretation
EP-05-10 This is the 10th procedure in manual
Sec. 5.
EP-07-05 This is the 5th procedure in manual
Sec. 7.
6.9.0 ENGINEERING PROCEDURE NUMBER ASSIGNMENT
Because the numbering system in this part of the book is for a
manual paper-based documentation system, a logbook is required to record
each engineering procedure number. When assigning new engineering proce-
dure numbers, the question always is, what is the next available number? A
logbook displays the last number that was assigned, and provides a place for
a new number to be entered.
6.9.1 Engineering Procedure Number Assignment Log
Following is an example page from the document number assign-
ment log for engineering procedures that is maintained by engineering
document control. With this log you will be answering the following questions:
•What is the engineering procedure’s number?
•What is the title of the engineering procedure?
•Who assigned the number?
•When was the number assigned?
Engineering Document Control 115
Engineering Procedure Number Assignment Log
EP No. Title Initials Date
❶ ❷ ❸ ❹
Example–Engineering Procedure Number Assignment Log Sheet
116 Developing and Managing Engineering Procedures
Engineering Procedure Number Assignment Log—Preparation.Each
of the following circled numbers corresponds to the circled numbers on the
example engineering procedure number assignment log.
❶ EP No.: Enter the engineering procedure’s number.
❷ Title: Enter the engineering procedure’s title.
❸ Initials: Enter your initials after logging in the
information.
❹ Date: Enter the date after the information is loaded
into the log.
6.9.2 Example—Engineering Procedure Number Assignment
Log
Below is an example of a completed page from an engineering
procedure number assignment log.
6.10.0 ENGINEERING PROCEDURE TITLES
The engineering procedure title needs to identify which function is
being addressed in such detail that there is no question as to what it is
covering.
Engineering procedure title examples would be:
Design Reviews
Part Numbering System
Engineering Change Request
Forms Control
Engineering Document Control 117
Engineering Procedure Number Assignment Log
EP No. Title Initials Date
EP-01-01 Product Planning PAC 7/22/00
EP-01-02 Product Introduction PAC 8/12/00
EP-01-03 etc.
EP-01-04
EP-01-05
EP-01-06
EP-01-07
EP-01-08
EP-01-09
EP-01-10
EP-01-11
EP-01-12
EP-01-13
EP-01-14
EP-01-15
EP-01-16
EP-01-17
EP-01-18
EP-01-19
EP-01-20
EP-01-21
EP-01-22
Example–Engineering Procedure Number Assignment Log (with sample
entries)
118 Developing and Managing Engineering Procedures
6.11.0 FORM NUMBERS
All forms will need unique identification numbers assigned to them
for tracking purposes (Fig. 6.4). Identification numbers are used as locators
in spreadsheets and in engineering document control. There are two number-
ing systems shown in this book. This section is for a manual paper-based
documentation system and Ch. 7 is for electronic.
Following is an example of an identification number for a form.
E001 = Form
E = One letter department designation for engineering.
001 = Three digit sequential logbook number (allows
for 999 separate engineering form numbers).
Form Form Form
E001 E017 E048
Figure 6.4. Form number structure.
6.11.1 Example—Form Numbers and Interpretation
Following are some examples of how to identify the form by its
assigned number. The letter identifies the department function that is respon-
sible for the form, and the last three numbers uniquely identifies each
separate form.
Engineering Document Control 119
Complete Number Interpretation
E019 This is the 19th engineering form.
E035 This is the 35th engineering form.
6.12.0 FORM NUMBER ASSIGNMENT
Because the numbering system in this part of the book is for a
manual paper-based documentation system, a logbook is required to record
each form number. When assigning new numbers, the question always is
what is the next available number? A logbook displays the page that shows
the last number that was assigned, next to it is a place for a new number,
and so on.
6.12.1 Example—Form Number Assignment Log
Following are example pages from the document number assign-
ment log for forms that is maintained by engineering document control.
With this log you will be answering the following questions:
• What is the form’s number?
• What is the title of the form?
• Who assigned the number?
• When was the number assigned?
Form Number Assignment Log—Preparation. Each of the fol-
lowing circled numbers corresponds to the circled numbers on the example
form number assignment log.
❶ Form No.: Enter the form’s number.
❷ Title: Enter the form’s title.
❸ Initials: Enter your initials after logging in the
information.
❹ Date: Enter the date after the information is loaded
into the log.
120 Developing and Managing Engineering Procedures
Form Number Assignment Log
Form No. Title Initials Date
❶ ❷ ❸ ❹
Example–Form Number Assignment Log Sheet
