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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
Screenshot 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
Screenshot 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 question (FAQ)

What is the benefit of using an additional revision code instead of SharePoint version numbers?

A revision code, number or tag helps you share more information with your QM document users. For example, you can use the revision code prefix 'SUP' for external documents from a supplier. ISO 9001, clause 7.5.3.2 requires you to identify external documents. It's a good idea to add a new SharePoint library column with your own document revision numbering system. Another reason is that putting the SharePoint version number in a Word document is hard and outdated by Microsoft.5,6

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published on May 3, 2023, updated on July 10, 2024 at 5:14pm