Document Numbering System Policy

The Policy Document Numbering System is established to provide a structured and consistent method for assigning document numbers to all policy documents within CloudCore.

Title	Document Numbering System Policy
Doc#	POL-COMP-025
Version	1.0
Date	26-11-2023

Introduction

The Policy Document Numbering System is established to provide a structured and consistent method for assigning document numbers to all policy documents within CloudCore. This system ensures easy identification, categorisation, and retrieval of policy documents across various departments and facilitates effective document management and compliance tracking.

Policy Statements

1. System Design: The document numbering system shall be a hybrid model, incorporating both sequential numbering and category-specific prefixes to reflect the nature of the policy content.
2. Abbreviation Usage: Each policy document shall be assigned a unique abbreviation based on its primary category, as outlined in the “Category Abbreviations” table.
3. Sequential Numbering: Following the category prefix, a sequential numbering format will be used starting from 001 for each category, ensuring unique identifiers for each policy within a category.
4. Version Control: All policy documents must include a version number and revision date in their headers to track amendments and updates effectively.

Controls and Procedures

1. Assigning Document Numbers:
   • Upon creation, each policy document is to be assigned a document number by the Document Control Officer. The number will consist of a category abbreviation followed by a sequential number, formatted as ABB-XXX, where ABB represents the abbreviation and XXX is the sequential number.
   • Example: The first policy document in the Data Protection category will be numbered as POL-DATA-001.
2. Category Abbreviations:
   • A standardised set of abbreviations for each policy category is maintained and updated by the Document Control Officer. This list is publicly accessible to all departments for reference.

Abbreviation	Category Description
ACCE	Access Control
ASSE	Asset Inventory
AUDI	Audit Management
AUTH	Authentication and Authorization
BACK	Backup and Recovery
CHAN	Change Management
COMM	Communication
COMP	Compliance
DATA	Data
DATA	Data Classification
DATA	Data Lifecycle
DATA	Data Protection
DATA	Data Security
DEVI	Device Security
DISA	Disaster Recovery
DOCU	Document Management
EDUC	Education
EMPL	Employee Management
ENCR	Encryption Standards
EXTE	External Communication
FACI	Facility Management
FINA	Financial
HEAL	Healthcare Compliance
HUMA	Human Resources
ITIN	IT Infrastructure
ITMA	IT Management
INCI	Incident Response
INTR	Intrusion Detection
NETW	Network Management
OPER	Operational Continuity
OPER	Operational Security
ORGA	Organisational Structure
PHYS	Physical Security
POLI	Policy Development
PRIV	Privacy
PROC	Procurement
REGU	Regulatory Compliance
RISK	Risk Assessment
RISK	Risk Management
SECU	Secure Development
SECU	Security
SECU	Security Architecture
SECU	Security Awareness
SECU	Security Management
SKIL	Skills Development
SOFT	Software
THRE	Threat Intelligence
TRAI	Training
USER	User Consent
VEND	Vendor Management
VERS	Version Control
WEBT	Web Technologies

1. Document Abbreviations:
   • A standardised set of abbreviations for each document type is maintained and updated by the Document Control Officer. This list is publicly accessible to all department for reference.

   Abbreviation	Type Description
   POL	Prefix for Policies
   SOP	Prefix for Standard Operating Procedures
   DOC	Prefix for other documents

2. Document Updates and Version Control:
   • Any updates to a policy document require an update to both the version number and the document date. These changes must be recorded in the policy document log maintained by the Document Control Officer.
   • Revisions must reflect changes in the policy content or scope, and each version must be archived for future reference.
3. Compliance and Monitoring:
   • The compliance of the numbering system is regularly audited to ensure adherence to internal standards and effectiveness in policy management.
   • Non-compliance or inconsistencies in the document numbering must be addressed immediately to prevent documentation errors.