In document control, document return codes are used to indicate the status or reason for the return of a document. These codes help track and manage documents efficiently by providing clear reasons for their return, such as pending actions, required revisions, or approvals needed. Each code is unique and descriptive, making it easy to understand the document’s status at a glance. For example, a document might be returned with a code indicating it needs further review or additional information before it can be finalized.
This system ensures that all parties involved in the document’s lifecycle are aware of its current status and what actions are required next.
Examples of return Codes
Below are some common examples of document return codes used in document control:
- R1 – Revision Required: Indicates that the document needs revisions before it can be approved.
- R2 – Additional Information Needed: The document is missing some necessary information and needs to be updated.
- R3 – Pending Approval: The document is awaiting approval from a higher authority.
- R4 – Not Approved: The document has been reviewed but was not approved.
- R5 – Approved with Comments: The document is approved, but there are comments or suggestions that need to be addressed.
- R6 – For Review: The document is sent back for further review.
- R7 – Obsolete: The document is no longer in use and has been marked as obsolete.
These codes help streamline the document control process by clearly indicating the status and required actions for each document How to Create Custom Return Codes
Creating custom return codes in document control involves a few key steps to ensure they are tailored to your specific needs. Here’s a general process you can follow:
C4 – Not Approved
Identify Requirements: Determine the specific reasons why documents might be returned in your organization. This could include reasons like missing information, needing revisions, or awaiting approval.
Define Codes: Create a list of codes that correspond to each reason. Make sure each code is unique and descriptive. For example:
C1 – Missing Information
C2 – Needs Revision
C3 – Awaiting Approval
C5 – Approved with Comments
Train Users: Educate all relevant personnel on the new codes and their meanings. Provide training sessions or create a reference guide to help users understand when and how to use each code.
Document the Codes: Write a detailed description for each code, explaining when and how it should be used. This documentation will help ensure consistency in their application.
Implement in System: If you are using a document management system (DMS), configure these codes within the system. This might involve setting up custom fields or dropdown menus where users can select the appropriate return code. Monitor and Adjust: After implementation, monitor the use of the codes to ensure they are being applied correctly. Gather feedback from users and make adjustments as necessary to improve clarity and usability.
By following these steps, you can create a set of custom return codes that fit your organization’s specific document control needs.
How Can this codes be integrated with an already existing system?
you can integrate custom return codes with existing document control systems. Here are some steps to help you with the integration:
Assess Compatibility: Check if your current document management system (DMS) supports custom fields or codes. Most modern systems like SharePoint, Documentum, or others have this capability.
Configuration: Configure your DMS to include the custom return codes. This might involve setting up new fields or dropdown menus where users can select the appropriate return code.
API Integration: If your DMS supports API integration, you can use APIs to automate the process of assigning and managing return codes. This can be particularly useful if you have a large volume of documents.
Custom Scripts: For systems that allow scripting, you can write custom scripts to handle the assignment and tracking of return codes. This can help automate repetitive tasks and ensure consistency.
Training and Documentation: Ensure that all users are trained on the new codes and how to use them within the system. Provide clear documentation and support to help users adapt to the changes.
- Testing and Feedback: Before fully implementing the new codes, conduct thorough testing to ensure they work as expected. Gather feedback from users and make any necessary adjustments.
By following these steps, you can effectively integrate custom return codes into your existing document control system.