Department codes have several important benefits, including making it easier to find, group, and edit documents. They also help avoid repetition of department names in documents and make it easier to remember the names of departments that have been or will be created. Department codes are used to number various types of documents, such as DMS documents that contain regulations, policies, manuals, standards, guidelines, work instructions, and forms. DMS documents that require department codes include assignment letters, agreements, powers of attorney, minutes, outgoing letters, statement letters, internal memos, and circulars.

The document numbering format is customized according to the document type. For example, work product documents are coded using the format "XXX/UC-Dept/Type/MM/YYYY" where "XXX" is the department code, "MM" is the month in Roman numerals, and "YYY" is the year in four digits. An example of this numbering format is "070/UC-QA/ST/III/2024". Other types of documents, such as regulations, policies, manuals, standards, guidelines, work instructions, and forms, use appropriate abbreviations and numbering codes.

Changes and additions to department codes were also made to ensure alignment with new department developments. Some old department codes, such as “INA-I” (Interior Architecture), were changed to “ARS-INA”, while new departments such as “School of Dental Medicine” (SDM) and “Career and Alumni Development” (CAD) also received new codes. It is important to note that these department code changes must be observed during data collection in order for the data processing to run smoothly.