About Document Number

A Document Number is a unique identifier that helps you identify a document. The Document Number contains the initials of the Custodian and Source names and an incremental number that starts with zero. The system numbers the documents in the order in which it extracts or ingests them.

• When the Custodian has first and last names, the Document Number contains the following: First two letters of the Custodian's last name, first letter of the custodian's first name, a period (.), initials of the Source, a period (.), and an incremental number that starts with zero.

  The following figure shows an example of a Document Number when the Custodian has first and last names.

  

• When the Custodian has only a first name, the Document Number contains the following: First letter of the custodian's first name, a number (1, 2, 3, etc.), a period (.), initials of the Source, a period (.), and an incremental number that starts with zero.

  When multiple custodians have only the first name with the same initial, the Document Number in the first extracted or ingested document contains the number 1 along with the initial of the custodian's first name. The system uses the same prefix in the Document Numbers for all the documents that are collected and processed using this Custodian. In the below example, where 'Legal' is the Custodian, the system prefixed the Document Number with 'L1' because one of the documents under 'Legal' was extracted or ingested first among all the Custodians with the initial 'L'.

  The following figure shows an example of a Document Number with only the first name of the Custodian.

  

  

• When the Source name has more than three words, the Document Number contains the initials of the first two words. When the Source name has only one word, the Document Number contains the first two letters of the Source name.

  The following figure shows an example of a Document Number for a document with a one word source name.

  

• The Document Number of the child documents in a family contains the following: Document Number of the parent document (next level document in the family tree), period (.), and an incremental number that starts with 0.

  The following figure shows an example of the Document Numbers of the family documents.