The numbering policy and procedure documents can be easy or difficult depending on how you ultimately decide on the numbering format. I use simple numbering as you will see below, but there are reasons for having a more complicated numbering system. I will give you both options and you can decide.

Option 1: Simple system. First of all, I like to do a four or five digit numbering system for all policies and procedures. In other words, I don’t use a separate number for policies and then another for procedures. Also, I like to use sequential numbering starting with a large number like 1000 or 10000. For example, if I have an HR policy on relocation, a second procedure on purchase requisitions, and a third policy on forms management, then the numbering system, based on four digits, would be:

1. 1000 – Relocation Policy
2. 1001 – Purchase request procedure
3. 1002 – Forms management

In some companies, I have given ranges like 1000 to 1200 for Corporate Policies and Procedures and 1201 to 1500 for Human Resources and so on. The problem with ranks is that there is a possibility that a department will run out of numbers, which by the way, happened to me once and has never happened to me again.

Option 2: Some policy and procedure writers use a more complex system to try to identify specific areas within departments. For example, a company can use a format like:

MF-RC-PE-1001 to represent the first procedure in the Reception Department within the Manufacturing Department. A policy can have the number MF-RC-PL-1002 where PL stands for policy. You get the picture.

I must admit that I used this numbering format early in my career, but it is very difficult to maintain. And forget about keeping it when departments change names. For example, when office services become administrative services or when engineering becomes research and development or when the office of the president becomes corporate offices. When this happens, your entire numbering system will have to change.

Summary: I prefer the four or five number numbering system due to its simplicity. I find the second option cumbersome, but some companies may find good reasons to use it nonetheless. The system you select is your choice, but all I recommend is that you do a little research on how it will hold up over time in your business environment.