We believe there is a very easy and consistent way to create vendor document registers. While DocBoss automates this process for our customers, it is a straightforward method you can use independently.
We start by identifying various “levels” in the order information. The biology keeners may remember taxonomy “ranks” like Kingdom, Class, Order, Genus, Species. When looking at order information, we start with the following levels:
Given a set of sample order data:
We can easily identify how many unique references are associated with each level .
|Model||[XXX, YYY, ZZZ, AAA]||4|
The next step is the most critical component of the process to create document registers.
Lets assume the following document codes have been requested for the order
|E01||Material Test Report|
|F01||Completed Instrument Data Sheet|
Our realization is that each document can be associated to a specific rank. In most cases the below applies:
|E01||Material Test Report||Unit||5|
|F01||Completed Instrument Data Sheet||Tag||2|
This gives you all POSSIBLE documents required on the order. A total of 16 documents.
Note that another step is often required, to determine which of these 16 documents are required. We’ll address that in a different post.
What do you use for document control? Are you looking for a better way?