Re: Document versioning

Subject: Re: Document versioning
From: Shawn <shawn -at- cohodata -dot- com>
To: Margaret Cekis <Margaret -dot- Cekis -at- comcast -dot- net>
Date: Tue, 14 Oct 2014 12:31:40 -0700

Thank you Margaret and Keith.

Sorry, I had forgotten about this query.

This issue came up again today.

I was in the practice of using our company part number, to name the
document and allow for easy identification and my document number was a
separate value that allows me to identify the version of the document.

A problem arose when I learned that we are changing the company part number
for each new revision of the same product. The presents a problem because
all my folders and document names need to change on a regular bases. :(


BTW, my part number scheme is: x.x.1414.02.01.00

x.x - Software revision associated with this document
1414 - Year and month of document release
02 - Major release
01 - Minor release
00 - Document type identifier (i.e. 00 - English NA version, other values
will indicate localization or other special releases) - I haven't decided
yet but if I use hexadecimal for this value, I can allow for 255 variations
of a document type.

This documentation department is new (just me now) and I want a scheme that
won't need to be revised by allowing for all those unknown unknowns.


Love to hear your opinions about this document numbering scheme.


Best regards,
Shawn


On Thu, Aug 14, 2014 at 8:23 PM, Margaret Cekis <Margaret -dot- Cekis -at- comcast -dot- net>
wrote:

> Shawn Connelly asked about Document versioning.
> __________________________
> I used a 32-character document numbering/versioning system used at one of
> my
> prior employers.
> The Company Name Internal Document Numbering System of the form shown
> below:
>
> CED# Product R. 0.0/98-0/r.0.0 has the following objectives:
>
> o Indicate the type of information contained in the document - CED#.
> o Indicate the product or product family to which the document is
> applicable - Product, such as SM 20/30.
> o Indicate the product release to which the document is applicable - R.
> 0.0, e.g., R.4.7.
> o Indicate the year in which the document originated - 09.
> o Provide a unique ID to distinguish related or similar documents -(09) -1
> [a simple sequence number appended to the current year, for each document
> category].
> o Indicate the revision level of the document - r.1.0.
>
> This type of number will be used as the 32-character identifier for
> tracking
> documents in Version Manager.
>
> All Company Name documents will show both the date of the initial official
> (signed-off) release (1.0), and the release number and date of the latest
> revision. Before the document is ready for signoff and release, use the
> Latest Draft Revision 0.X and the date.
>
> Code Description
> 0.1 Draft; not yet approved or released
> 1.0 Initial Approved Release
> 1.0.a Minor wording or detail changes. Increment letter release updates.
> 1.1 Paragraph additions/deletions/changes to one or more sections.
> increment decimal release updates.
> 2.0 Substantive additions/deletions/changes affecting whole features or
> sections Increment whole number release updates.
> New Number New System Releases must have new document numbers!
>
> This type of code can be adapted to handle your scenarios, I think.
> Margaret Cekis, Johns Creek GA
>
>


--
*Shawn Connelly*
Technical writer

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