Introduction

Effective document numbering is essential in any project involving complex workflows and strict traceability requirements. Omega 365 provides a flexible framework for document management, and adopting a structured approach to document numbering helps ensure organization, control, and compliance with industry standards.

Why Document Numbering Matters

A well-defined document numbering system:

• Enhances Traceability: Ensures that documents can be easily identified and tracked across different stages of a project.
• Improves Collaboration: Provides clear reference points for teams and stakeholders.
• Supports Compliance: Ensures alignment with standards and other industry-specific guidelines.
• Prevents Duplication: Reduces errors and confusion from duplicate or inconsistent document references.

Good Practices for Document Numbering in Omega 365

1. Define a Standard Early: Establish a numbering convention during the project initiation phase and ensure all stakeholders agree to it.
2. Use Metadata Effectively: In Omega 365, combine metadata fields like project name, discipline, and type to dynamically generate document numbers.
3. Include the originator code in the document number: By having the originator code included in the document number, the originators can generate numbers sepereately without the risk for creating coliding numbers with other originators / contractors. 
4. Simple and useful: The document number syntax is simple enough for the users to easily regognioze the parts - e.g. a look at the document number and the user can understand which discipline or type it belongs, can be practical.
5. Automate Where Possible: Leverage Omega 365's automation capabilities to generate and assign numbers systematically, reducing manual errors.
6. Plan for Revisions: Include a clear revision code in your numbering system to differentiate between document versions. The revision numbering can be made very simple (e..g 0, 1, 2, etc) as it is also combined with a release code (e.g. Issued for Review, Issue for Construction etc), or some of basic logic (e.g. A, B, C etc for revisions not intended for use, and 0, 1, 2 etc for revisions issued for use).

Industry Standards

Although made for the oil & gas industry, the NORSOK Z-002 standard offers a robust foundation for setting up a document numbering system also for other industries. It emphasizes clarity, consistency, and alignment with project requirements. Below is an example structure adapted from this standard, which you can implement in Omega 365:

1. Project Code: A unique identifier for the project, e.g., P1234.
2. Originator Code: A code uniquely identify the orginator (e..g the contractor), , e.g., AIB.
3. Discipline Code: Represents the relevant discipline, e.g., M for Mechanical or E for Electrical.
4. Sequential Number: A unique, incrementing number for each document, e.g., 0001.

Example Number: P1234-AIB-M-0001

This format ensures that all necessary information is embedded within the document number, making it easier to manage and identify.

The ISO 19650 standard provides a framework for information management, particularly within Building Information Modeling (BIM) environments. Its document numbering syntax emphasizes clarity, consistency, and accessibility across the project lifecycle. The syntax typically includes the following elements:

Project – Originator – Functional Breakdown – Spatial Breakdown – Form – Discipline – Number

1. Project Code: A unique identifier assigned to the project.
2. Originator: A code representing the organization or individual responsible for creating the document.
3. Functional Breakdown: Defines the design function or purpose related to the information (e.g., specific systems or work packages).
4. Spatial Breakdown: Indicates the physical or functional location associated with the document (e.g., a building floor or site zone).
5. Form: Specifies the type of document, such as a drawing, report, or model.
6. Discipline: Represents the professional discipline involved, such as architectural, structural, or mechanical.
7. Number: A unique, sequential identifier to distinguish the document from others within the same context.

Example:
P1234-ABC-WP01-Z01-DR-ARC-0012

How to Configure Document Numbering Syntaxes in Omega 365

Conclusion and Recommendation

Having a document numbering syntax that is simple and useful and serving your needs is the key. As a modern document management system, Omega 365 supports meta data, and takes care of unique identification. This makes a complex syntax consisting of several attributes reduntant.

On the other side, when in environments where access to metadata systems is limited (e.g., printed documents, emails, oral communication), a syntax that has attributes included in the document understand key document attributes at a glance. 

If an organization have the possiblity to define a document numbering we recommend an approach where one balance the needs:

• Use Metadata for Granularity: Store rich, detailed information as metadata attributes within a document management system (e.g., Omega 365). This approach is dynamic, easy to search, and less error-prone.
• Simplify Syntax: Use numbering syntax for essential identification purposes, such as project, originator, and type. Avoid overloading the number with information already covered in metadata.

The NORSOK standard described above  balances clarity and simplicity while ensuring metadata can handle more detailed attributes. 

The decision to use a complex document numbering  or a more simple syntax should be based on your organization’s workflows, compliance needs, and technological maturity. Simpler syntax combined with robust metadata are often sufficient for modern, digital-first organizations. However, in compliance-heavy or cross-organizational contexts, complex syntax can still provide valuable consistency and traceability.

Would you like assistance in setting up or optimizing your document numbering system in Omega 365? Let us know!