Document version control can be an important tool when teams work on documents that are text-based. It helps editors monitor and manage any changes made to the document. This ultimately helps the team come up with the final version that everyone can agree on.
The practice can be beneficial in the creation of text, but is also a burden if not properly implemented. In this article we’ll take an in-depth review of the fundamentals of document version control and share some tips on how to avoid common mistakes when using it.
The first step to the implementation of document versioning control is to define its terms of usage. It is helpful to define the differences between a version and revision of a document as well as for how each iteration is stored. These are crucial for teams that rely on versioning as a method of ensuring regulatory compliance.
Next, it’s essential to create an information structure that supports document versioning. This involves establishing folder structures for your organization and document naming conventions that will help you identify each version. In addition, you must make sure that all older versions of documents are tucked away after every update, since this will eliminate confusion and stop employees from mistaking them for the most recent revisions.
You should also establish a system of file management that allows only those with access to the most recent revision of the document. This will minimize the chance of accidental modifications and increase productivity.
