Document number and version as metadata only

Hi Olaf,

can you provide an example?

Best,

Veronika

Hi Olaf,

I think (it's my opinion, not approved by an auditor) that it is sufficient to have ID and version no. only as metadata if the document is stored in the document area in ARIS and processes/tasks are internally linked. If the document is on an external share or DMS and the link is an external link I think you need ID/version number within the document. 

Regards

Klemens

To give an example:

Process: Carry out site inspection, 
Task in the process: Execute site walk (requires to use a mandatory checklist)

Checklist is attached as a PDF document to the task. The checklist is filled in on a printed hardcopy (to keep it simple).

The printed hardcopy is what I am talking about: Should it bear the document ID?

I have a third option (I forgot in the posting before): Maybe you can use process/task related attributes to store the content of the PDF documents (instructions, checklists...) as data. If you need PDF/paper you create a report with all needed data including ID / Version number.

Regards

Klemens

Hi,

Understood :)

Controlled documents must carry a unique identifier to ensure that they can be clearly recognised by those who use them. The standards do not prescribe whether this identifier must be the document title, a custom code, or another form. Since titles can be ambiguous, many organisations assign a dedicated identifier. This identifier does not have to match the “ARIS ID”; it may be an internally defined code. However, there must be a documented rule or process that specifies how such identifiers are created. A common practice is to use structured formats, for example: SOP-HR-TalentMgmt-XXX or TEMP-HR-Appraisal-XXX.

Does this give you some idea?

Best

Veronika