RE: Part numbers for document deliverables

Subject: RE: Part numbers for document deliverables
From: "McLauchlan, Kevin" <Kevin -dot- McLauchlan -at- safenet-inc -dot- com>
To: "Daniel Ng" <kjng -at- gprotechnologies -dot- com>, <techwr-l -at- lists -dot- techwr-l -dot- com>
Date: Wed, 30 Apr 2008 12:39:15 -0400

> -----Original Message-----
> From:
techwr-l-bounces+kevin -dot- mclauchlan=safenet-inc -dot- com -at- lists -dot- techwr-l -dot- com
[mailto:techwr-l-bounces+kevin -dot- mclauchlan=safenet-inc -dot- com -at- lists -dot- techwr-
>] On Behalf Of Daniel Ng
> Sent: Wednesday, April 30, 2008 02:03
> To: techwr-l -at- lists -dot- techwr-l -dot- com
> Subject: Part numbers for document deliverables
> *This message was transferred with a trial version of CommuniGate(r)
> How do you come up or use part numbers for your document deliverables.
> you even need this for online help? Or is this an arhival requirement
> tangible products like hardware parts only.
> So do you have part numbers for
> Training guides
> Presentations
> HTML Help
> Printed User's Guide
> Printed Quickstart sheets?

At our place, customer-facing documents are parts, and are assigned
part-numbers by configuration management. For printed docs, that's the
only way they'll be called up as part of the picking-and-packing during

For docs that don't get printed, the numbers help us keep straight what
is to be included on the software CDs (or in the equivalent tarballs).

I normally include the number as part of the filename.

It takes an ECN (Engineering Change Notice) to release a new document or
a new version of an existing document (the customer-facing,
part-numbered kind of documents) - fortunately for me, that usually
occurs as part of a product release, so the Configuration Management
person gets stuck with all that paperwork. The number (which is partly
an arbitrary number and partly a sequential suffix) or, in some cases, a
Rev letter tacked onto the number, indicates the version and is how the
particular version is differentiated for purposes of ECN and other

Meanwhile, for each new project, we assign a different kind of number
series to in-house project documents (like Marketing Requirements,
Statements of Work, Test Plans, Documentation Plans...), such that every
project-tracking doc for a given project gets a common prefix
PLC-000024-001, a TLA for the type of doc, and a rev number (for drafts)
or letter (for approved/released). So, my doc plan for the product Luna
PCM 2.4 is called PLC-00005-001-DP-RevA, and is a Word file living in a
particular Sharepoint folder alongside PLC-00005-001-MRD-RevB (marketing
requirements), PLC-00005-001-ETP-RevA (engineering test plan),
PLC-00005-001-ETR-RevA, (engineering test report),
PLC-00005-001-OQP-RevA (operations quality plan), and many more.

Project Management tells us the prefix when the project is started, and
we just add our bits and pieces as the project progresses through
various milestones.

But my actual customer document set for this product exists elsewhere
and is called things like:

The similar-named help and quickstart and update sheet, and so on for
another product would have different leading part numbers (in the
filename and also inside the document). Those are the numbers assigned
by Configuration Management when they are sorting out what the BoMs and
price lists will be. In most cases, they're re-using the numbers from
the same parts (in my case document files) of the previous version of
that product, with the sequential suffix bumped up by one numeral.
If a document gets updated between releases (rare, but it happens) then
the suffix (like the -002 or -003 above) remains the same, but the Rev
letter gets incremented.

Our old Config Management system had large blocks of numbers assigned
for specific purposes and product lines. Our new system just grabs the
next available part number from the total number space... nothing about
a number tells you anything about what it's assigned to, unless you look
it up in the CM database.

So, in summary, everything is uniquely identified; we just use two
different systems - one for parts and product, and one for internal
process documentation (the PLC stuff).

Was that sorta what you wanted to know?

The information contained in this electronic mail transmission
may be privileged and confidential, and therefore, protected
from disclosure. If you have received this communication in
error, please notify us immediately by replying to this
message and deleting it from your computer without copying
or disclosing it.


Create HTML or Microsoft Word content and convert to Help file formats or
printed documentation. Features include support for Windows Vista & 2007
Microsoft Office, team authoring, plus more.

True single source, conditional content, PDF export, modular help.
Help & Manual is the most powerful authoring tool for technical
documentation. Boost your productivity!

You are currently subscribed to TECHWR-L as archive -at- web -dot- techwr-l -dot- com -dot-

To unsubscribe send a blank email to
techwr-l-unsubscribe -at- lists -dot- techwr-l -dot- com
or visit

To subscribe, send a blank email to techwr-l-join -at- lists -dot- techwr-l -dot- com

Send administrative questions to admin -at- techwr-l -dot- com -dot- Visit for more resources and info.

Part numbers for document deliverables: From: Daniel Ng

Previous by Author: RE: Dream colors... Was: Searching remote servers in your own company
Next by Author: RE: TECHWR-L Digest, Vol 30, Issue 12
Previous by Thread: RE: Part numbers for document deliverables
Next by Thread: WebHelp & TOC Syncing -- Help!

What this post helpful? Share it with friends and colleagues:

Sponsored Ads