Document Indexing Reference (Long)

Subject: Document Indexing Reference (Long)
From: "Gerald R. Posey" <geraldp -at- caddosheriff -dot- org>
To: "TECHWR-L" <techwr-l -at- lists -dot- raycomm -dot- com>
Date: Wed, 4 Apr 2001 14:45:15 -0500

Last Month, Tim Lewis wrote:

>Do you have a document numbering system to track document files? If so, is
>it a numbering system that is sequential? Or, do you have a system that
>identifies the document number to a specific product line? For example,
>product A may have the letter A in the doc number.

I am currently researching information for a white paper on a Document
Indexing Identification System. The current method I am reviewing would
include a Global format and would borrow ideas from the Internet, Federal ID
Numbers, and private/corporate Business Unit Designations. A number would
be assigned to each document created within an organization, business,
etc. - no matter what type of document. For instance, the following would
be used for XYZ Corp.: US.999999999.10.0001 where the US is obviously for a
business based in the US, 999999999 would be the Federal Tax ID of the
business, 10 would be a business unit within the business such as
Administration and 0001 would be the actual number of the document (this
could be increased to 000001 depending on a standard for the number of
documents a business may need depending on their size).

I have also reviewed how a document would be formed using HTML. The
following may not be formatted correctly for your e-mail viewer but would
look something like this:

<HTML>
<HEAD>
<meta http-equiv="Content-Type" content="text/html; charset=windows-1252">
<META NAME="Document Indexing Identification" CONTENT="DII:
US.726000226.15.0001">
<TITLE>Policy 13:028: Security on the Internet and Internet Access</TITLE>
<META NAME="Template" CONTENT="D:\Program Files\Microsoft
Office\Templates\Policy.dot">
</HEAD>
<BODY LINK="#0000ff">

I have used the META NAME tag to include the Indexing Identification for an
on-line document.

These are just some of the ideas I am reviewing. Bear in mind that there
may be problems associated with including a Federal ID number in the
document's HTML and aspects of the numbering system may change once I get
advice back from legal. Also, there may be problems with differing business
unit designations across multiple organizations. This idea is not perfect
or anywhere near it, it's just a starting point for me. If you have other
suggestions, substitutions or solutions - let me know.

This is a free-for-all. Bash the idea, rip it, modify it, like it - I've
got pretty thick skin. I'm primarily looking for feedback.

Gerald


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