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Revision tags on QM documents using Word and SharePoint

Build your index of quality management system documents in sync with document properties including a revision number or revision tag
Revision tag of a QM document in a SharePoint library with preview of the header of the Word document and the document properties
Figure 1 - SharePoint library with preview of Word document, revision tags highlighted

Automatically managed revision number in Microsoft's Word

The required control of changes2 on quality management documents is most easily fulfilled by a revision number and the date of change in the footer of the document. Microsoft's Word offers the field codes { REVNUM } and { SAVEDATE } or { PRINTDATE } which can be inserted into the footer, for example3.

Microsoft Word footer with revision number and save date fields codes
Figure 2 - Microsoft Word footer with revision number and save date fields codes

{ REVNUM } is a number that increments each time you save - although autosave doesn't change the number, the revision number can increase very quickly. QM manager therefore probably manage the revision number manually more often. You may avoid manual updating by using SharePoint as described in the next section.

Let Microsoft synchronize revision tags in QM documents and documents directories!

Better save your QM docs into a SharePoint library in Microsoft 365, create a new column4 for the revision tag and add this document property to your documents. A SharePoint library is file location and document directory all in one, and you can export this document directory with all revision numbers, codes or tags to Excel.

Create your document library for Production and service provision (ASQ/ANSI/ISO 9001:2015, Clause 8.5) quick and easy using the SharePoint Quality Management System Setup Guide

Frequently asked questions (FAQ)

Why should I use an extra revision code in stand of SharePoint version numbers?

Using a revision code, number or tag allows you to communicate more information to people using your QM documents. For example, you can use the revision code prefix ‘SUP’ to show that this document is an external document from a supplier. ISO 9001, clause 7.5.3.2 asks you to identify documents of external origin. Adding a new SharePoint library column with your own document revision numbering system is highly recommended. Another reason is the fact, that adding the SharePoint version number in a Word document isn´t easy and seems to be outdated by Microsoft.5,6

Links

  • 1: Revision tag - Wikipedia (https://en.wikipedia.org/wiki/Revision_tag)
  • 2: ASQ/ANSI/ISO 9001:2015 Quality Management Systems - Requirements, Clause 7.5.3 (https://webstore.ansi.org/standards/asq/asqansiiso90012015, or https://asq.org/quality-press/display-item?item=T1040E)
  • 3: Field codes: RevNum field (https://support.microsoft.com/en-us/office/field-codes-revnum-field-40eb1d97-4b55-4d5c-a5e5-88edf20612da)
  • 4: Create a column in a list or library (https://support.microsoft.com/en-us/office/create-a-column-in-a-list-or-library-2b0361ae-1bd3-41a3-8329-269e5f81cfa2)
  • 5: Add the SharePoint Version Number to a Word Document (https://social.technet.microsoft.com/Forums/en-US/d7edacd9-3818-4b66-982a-daa1846fbe2a/add-the-sharepoint-version-number-to-a-word-document)
  • 6: Inserting a SharePoint document version into a Word document - Microsoft Community (https://answers.microsoft.com/en-us/msoffice/forum/all/inserting-a-sharepoint-document-version-into-a/51c87c8f-634f-4371-b30f-df3b72b6fc20)