SOP Numbering Convention

Purpose

Standardized SOP ID numbering ensures:

• Unique identification of each procedure
• Clear departmental ownership at a glance
• Logical grouping by category
• Scalability as organization grows

Numbering Format

Format: SOP-XXX

Where XXX is a three-digit number assigned by department and category.

Department & Category Ranges

2000atelier (001-099)

Range	Category	Owner	Example
001-009	Design	Creative Director	SOP-001: Design Brief Intake
010-019	Pattern	Pattern Team Lead	SOP-010: Measurement Collection
020-029	Production - Cutting & Prep	Production Manager	SOP-020: Cutting Standards
030-039	Production - Sewing & Assembly	Production Manager	SOP-030: Seam Construction Standards
040-049	Production - Finishing	Production Manager	SOP-040: Pressing & Final Touches
050-059	Quality Assurance	Production Manager	SOP-050: Quality Inspection Checklist
060-099	Reserved	-	Future expansion

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Brand Ops (100-199)

Range	Category	Owner	Example
100-109	Sales - Inquiry & Qualification	Sales Manager	SOP-100: Client Inquiry Response
110-119	Sales - Quoting & Contracting	Sales Manager	SOP-110: Quote Preparation
120-129	Marketing - Content Creation	Marketing Manager	SOP-120: Social Media Content Creation
130-139	Marketing - Campaign Management	Marketing Manager	SOP-130: Campaign Launch Process
140-149	Marketing - Analytics & Reporting	Marketing Manager	SOP-140: Monthly Marketing Report
150-159	Customer Success	Sales Manager	SOP-150: Post-Delivery Follow-Up
160-199	Reserved	-	Future expansion

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Corp Ops (200-299)

Range	Category	Owner	Example
200-209	HR - Recruiting & Hiring	HR Manager	SOP-200: Job Posting Process
210-219	HR - Onboarding & Training	HR Manager	SOP-210: New Hire Onboarding
220-229	HR - Performance & Development	HR Manager	SOP-220: Annual Performance Review
230-239	Finance - Accounts Receivable	CFO	SOP-230: Invoice Processing
240-249	Finance - Accounts Payable	CFO	SOP-240: Vendor Payment Processing
250-259	Finance - Payroll	CFO	SOP-250: Payroll Processing
260-269	Finance - Reporting & Closing	CFO	SOP-260: Monthly Financial Close
270-279	IT & Systems	IT Manager	SOP-270: New User Account Setup
280-289	Facilities & Operations	Operations Manager	SOP-280: Studio Maintenance Checklist
290-299	Reserved	-	Future expansion

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Cross-Functional & Special (900-999)

Range	Category	Owner	Example
900-909	Crisis Management	COO	SOP-900: Emergency Response Protocol
910-919	Compliance & Legal	CFO	SOP-910: Contract Review Process
920-929	Strategic Planning	CEO	SOP-920: Annual Strategic Planning
930-939	Partnerships & Business Development	CEO	SOP-930: Partnership Evaluation
940-999	Reserved	-	Future expansion

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Assignment Rules

Rule 1: Department Ownership

SOP ID primary digit(s) indicate owning department:

• 0XX: 2000atelier
• 1XX: Brand Ops
• 2XX: Corp Ops
• 9XX: Cross-functional

Rule 2: Category Grouping

Within department ranges, SOPs group by category in 10-number blocks.

Rule 3: Sequential Assignment

Within category, assign numbers sequentially starting from the first number in the range.

Example: Design category (001-009)

• First SOP: SOP-001
• Second SOP: SOP-002
• Third SOP: SOP-003
• etc.

Rule 4: No Reuse of Retired IDs

Once an SOP ID is retired/archived, that number is never reassigned. This prevents confusion and maintains historical integrity.

Rule 5: Range Expansion

If a category range fills (all 10 numbers used), expand to next available range within the same department.

Example: If Design (001-009) fills:

• Expand to 060-069 within 2000atelier department
• Update this convention document to reflect new range
• Notify all stakeholders of expansion

SOP ID Lifecycle

Assignment Process

1. SOP author identifies appropriate category
2. Author requests next available SOP ID from category owner
3. Category owner assigns next sequential number in range
4. Category owner updates SOP Registry (tracks assigned IDs)
5. Author uses assigned ID in SOP frontmatter and filename

Retirement Process

1. SOP marked as "Archived" status
2. SOP ID noted in SOP Registry as "Retired - Do Not Reuse"
3. SOP ID remains in registry for historical reference
4. If SOP superseded by new version, new SOP gets NEW ID (not same ID with incremented version)

Example:

• SOP-001 v1.0 "Design Brief Intake" → Archived
• SOP-009 v1.0 "Design Brief Intake (New Process)" → New ID assigned

SOP Registry

The SOP Registry is the master list of all assigned SOP IDs.

Location: sops/registry.md (updated quarterly)

Contents:

• SOP ID
• SOP Title
• Department
• Category
• Status (Active, Draft, Archived)
• Owner Position
• Effective Date
• Link to SOP document

Quick Reference Table

Department	Range	Current Usage	Available IDs
2000atelier	001-099	~15 SOPs	~84 available
Brand Ops	100-199	~10 SOPs	~90 available
Corp Ops	200-299	~12 SOPs	~88 available
Cross-Functional	900-999	~5 SOPs	~95 available

Total Capacity: 999 SOPs Current Usage: ~42 SOPs Utilization: ~4%

Examples

Correct Usage

✅ SOP-001: Design Brief Intake (2000atelier > Design)

• Clearly in Design category (001-009)
• Sequential from range start

✅ SOP-100: Client Inquiry Response (Brand Ops > Sales)

• Clearly in Sales category (100-109)
• Sequential from range start

✅ SOP-230: Invoice Processing (Corp Ops > Finance AR)

• Clearly in Finance AR category (230-239)
• Sequential from range start

Incorrect Usage

❌ SOP-15: Pattern Creation

• Missing leading zero (should be SOP-015)

❌ SOP-250: Design Brief Intake

• Wrong department range (250 is Finance, not Design)

❌ SOP-001B: Design Brief Intake (Revised)

• Cannot use letter suffixes
• Revised versions get NEW SOP ID

Version Control vs. SOP ID

Important Distinction:

• SOP ID: Unique identifier for the procedure (never changes once assigned)
• Version Number: Tracks iterations of the same procedure (increments with each revision)

Example Evolution:

• SOP-001 v1.0 (Initial release)
• SOP-001 v1.1 (Minor update - clarification added)
• SOP-001 v2.0 (Major update - process overhauled)

If process fundamentally changes (different workflow):

• Retire SOP-001 (archive as v2.0 final)
• Create NEW SOP with new ID (e.g., SOP-009)

Questions & Support

Who assigns SOP IDs? Category owner (see ranges table above)

What if my category range is full? Contact Operations Manager to expand range

Can I reserve an SOP ID? No. IDs assigned only when SOP reaches "Draft" status

What if I need to split an SOP into multiple SOPs? Each new SOP gets its own new ID (sequential within category)

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Document Owner: Operations Manager Last Updated: 2026-02-02 Next Review: 2027-02-02