DOCUMENT NUMBERING Clause Samples

The Document Numbering clause establishes a standardized system for assigning unique identifiers to documents within a contract or project. This system typically involves sequential numbers, prefixes, or codes that correspond to document types, versions, or departments, ensuring each document can be easily referenced and tracked. By implementing consistent document numbering, the clause helps prevent confusion, facilitates efficient document management, and reduces the risk of miscommunication or loss of important records.
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DOCUMENT NUMBERING. All documents shall be named and numbered in a constant manner so to identify the project, document type and the version. In order to identify a document version the date should be used, with the format YYYYMMDD Name segments should be separated by _ and the acronym of the project that identifies the project should always appear first. So for example, the word file of Deliverable D1.3.1, produced on 15 July 2009 would be:
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DOCUMENT NUMBERING. The Independent Certifier shall number all Documents in accordance with the Document Numbering Standard included in Schedule 18 – Technical Requirements – Appendix 18D – City Standards. Generally, the document number format is as shown in Table 1. Legend: N = numeral, L= Letter. The Project Code is the City project number for each project. The Project Code for the NEWPCC Upgrade: Headworks Facilities Project is S0972. The WBS Code is used to provide the organizational structure to the documents. The WBS codes applicable to the NEWPCC Upgrade: Headworks Facilities Project will be provided to the Independent Certifier after execution of this Independent Certifier Agreement. The Category Code provides an organizational structure to the document numbering system. Table 2 shows the Category Codes that will be required by the Independent Certifier for the Project. Code Description Notes C Construction Documents associated with the implementation of construction. Example: Milestone Certificates P Project Management Management of the overall Project or a specific contract. Includes meeting minutes, correspondence, Change Orders, progress estimates, etc. The Discipline Code is used to identify the discipline responsible for producing the Document. Generally, the Discipline Code applicable to the Independent Certifier is G (General). The Document Type Code describes the general subject or nature of the document. Table 3 shows the Document Type Codes that will be required by the Independent Certifier for the Project. Code Description Description / Examples ACC Change Order or Certification Services Variation Order Change Order to the DBA or direction to carry out a variation (in the case of the Independent Certifier) CCN Change Order Enquiry or Certification Services Variation Price Request Documents associated with Change Order Enquiry, Certification Services Variation Price CER Certificate Examples: Milestone Certificate Substantial Completion Certificate CIR Inspection Report Example: Milestone inspection reports COR Correspondence Formal correspondence. Examples: Letters, Memos (other than technical memos). EST Estimate Example: Financial estimate provided with a Change Order, Certification Services Variation Process etc. GEN General / Miscellaneous Documents that do not fall under any other document type. INS Insurance Insurance documents INV Invoice Code Description Description / Examples LIS List Any type of list document that is not a record i.e. log of event...
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DOCUMENT NUMBERING. All documents shall be named and numbered in a constant manner so to identify the project, document type, and the version. In order to identify a document version the date should be used, with the format YYYYMMDD Name segments should be separated by _ and the acronym of the project that identifies the project should always appear first. When it is necessary or convenient to identify also the partner that has produced the document, the organisation acronym should be inserted after the date. So for example, the word/gdoc file of this Deliverable D1.1, produced on 18th November 2019, under the responsibility of UPF would be:
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DOCUMENT NUMBERING. Contractor shall number general project documents and engineering deliverables per the Phase 1 Owner numbering specification (RG-NTD-000-DM-PRC-00001). This will require Contractor to request document numbers for Engineering Technical Documents before they are issued. For Contractor's documents that are other than Engineering Technical Documents (such as material requisitions and PO's, subcontracts, supplier/subcontractor documents) Owner will require Contractor to provide its intended Document Numbering, Revision and Issue States Specification for such items after NTP. Documents require Owner document number, and the attributes will be required for each document.
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DOCUMENT NUMBERING. Contractor shall number general project documents and engineering deliverables by the Owner numbering specification which will be revised and updated as an early issuance by Owner in LNTP. This will require Contractor to request document numbers for Engineering Technical Documents before they are issued. For Contractor's documents that are other than Engineering Technical Documents (such as material requisitions and PO's, subcontracts, supplier/subcontractor documents) Owner will require Contractor to provide its intended Document Numbering, Revision and Issue States Specification for such items during early LNTP. While Owner does not intend to impose a numbering system on such documents, understanding how they will eventually be numbered is necessary to finalize the set-up of Owner’s document management system at that time.
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DOCUMENT NUMBERING. Contractor shall number general project documents and engineering deliverables by the Owner numbering specification which will be revised and updated as an early issuance by Owner after NTP. This will require Contractor to request document numbers for Engineering Technical Documents before they are issued. For Contractor's documents that are other than Engineering Technical Documents (such as material requisitions and PO's, subcontracts, supplier/subcontractor documents) Owner will require Contractor to provide its intended Document Numbering, Revision and Issue States Specification for such items after NTP. While Owner does not intend to impose a numbering system on such documents, understanding how they will eventually be numbered is necessary to finalize the set-up of Owner’s document management system at that time.
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DOCUMENT NUMBERING. A4.1 The Independent Certifier shall number all Documents in accordance with the Document Numbering Standard included in Schedule 18 – Technical Requirements – Appendix 18D – City Standards of the Design Build Agreement. Generally, the document number format is as shown in Table 1. The City may make changes to the below document number format from time to time and shall communicate such changes in writing to the Independent Certifier. Legend: N = numeral, L= Letter. A4.2 The Project Code is the City project number for each project. The Project Code for the NEWPCC Upgrade: Headworks Facilities Project is S1208. A4.3 The WBS Code is used to provide the organizational structure to the documents. The WBS codes applicable to the NEWPCC Upgrade: Headworks Facilities Project will be provided to the Independent Certifier after execution of this Independent Certifier Agreement. Table 2 shows the WBS Codes that will be required by the Independent Certifier for the Project. Code Description Notes 15 Milestone Milestone Items Notice, Milestone Deficiency List, Milestone Certificate, Milestone Inspection List 95 Independent Certifier Everything else A4.4 The Category Code provides an organizational structure to the document numbering system. Table 3 shows the Category Codes that will be required by the Independent Certifier for the Project. Code Description Notes P Project Management Every document for the Independent Certifier will be issued under this Category
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DOCUMENT NUMBERING. For Data that the producing party produces in TIFF format, the producing party shall electronically “burn” a legible, unique ▇▇▇▇▇ number onto each page at a location that does not obliterate, conceal or interfere with any information from the source document (document numbers shall be in the format “[Party Identifier]- 00000001”). Documents produced in native format shall include a unique ▇▇▇▇▇ number in the file name and on its corresponding TIFF slip-sheet.
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Related to DOCUMENT NUMBERING

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