A code scheme defines the segments of each document identifier: originating unit, document type, year and sequence. We draft it, test it on real samples and write the rules down.
Review the segments
REAL CONSULTORIA E ASSESSORIA CONTABIL S/S LTDA designs internal coding schemes so that contracts, forms, procedures and memos receive identifiers built on a single logic.
Work begins with an inventory of the document types in circulation, the units that issue them and the identifiers already in use.
01 — List document types and issuers
02 — Fix segments and separators
03 — Trial the scheme on samples
04 — Publish the rule sheet to every team
Coding work for offices whose documents originate in several departments.
Unit and type prefixes, separators and sequence length set in advance.
A controlled list of document types, each with a short abbreviation and a definition.
One page showing how a code is composed, with worked examples and the permitted exceptions.
Indicate the document types you issue and how they are identified today; a first draft of the scheme follows by email.