Document Number: Definition, Purpose, And Examples

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A document number is a unique identifier assigned to a specific document. It serves as a reference point for tracking, organizing, and retrieving documents within a system or organization. Understanding the purpose and structure of document numbers is crucial for efficient document management. — Brownlow Medal 2025: Early Predictions & Contenders

Purpose of a Document Number

Document numbers serve several key purposes:

  • Unique Identification: Ensures each document has a distinct identifier, preventing confusion between similar documents.
  • Tracking and Retrieval: Facilitates easy tracking and retrieval of documents within a database or filing system.
  • Version Control: Helps manage different versions of the same document, ensuring users access the most current version.
  • Audit Trail: Provides an audit trail for document changes, approvals, and other relevant activities.
  • Organization: Enables systematic organization of documents based on categories, departments, or projects.

Structure of a Document Number

The structure of a document number can vary depending on the organization and the type of document. However, common elements include: — Marshall Schacker: The Man Behind The Name

  • Prefix: Indicates the document type or department (e.g., "INV" for invoice, "HR" for human resources).
  • Sequence Number: A unique numerical sequence assigned to each document.
  • Date: The date the document was created or issued.
  • Year: The year the document was created or issued.
  • Suffix: Additional information, such as a version number or revision code.

Example Document Numbers:

  • INV-2023-12345 (Invoice, Year 2023, Sequence Number 12345)
  • HR-EMP-0012-2024 (Human Resources, Employee Document, Employee ID 0012, Year 2024)
  • PO-1234-REV-A (Purchase Order, Number 1234, Revision A)

Why Document Numbers Matter

Effective document management is essential for organizations of all sizes. Document numbers contribute significantly to this process by:

  • Reducing the risk of errors and inconsistencies.
  • Improving efficiency and productivity.
  • Ensuring compliance with regulatory requirements.
  • Enhancing data integrity and security.

In summary, a document number is more than just a random string of characters; it's a critical component of a well-organized document management system. By understanding its purpose and structure, organizations can optimize their document workflows and improve overall operational efficiency. — To Catch A Predator: Why Was It Canceled?