Document revisions manual#

Using workflows to notify relevant users on pending actions.Deploying systematic and understandable file naming standards to enable faster document searches.Good document version control strategies include: Guidelines for greater document version control efficiency Controlled documentation – or the practice of using one master document to track changes – keeps all collaborators on the same page and does away with documents of the same nature and content taking up unnecessary storage in your system. Using a document version control platform ensures that users do not confuse ‘old’ files for their updated versions and work on the wrong documents. In the event of computer malfunctions or information losses, data is still preserved without having to slow down work processes by manually re-entering data from memory.Įveryone has access to one controlled document when collaboratingĭepending on multiple editing applications leads to duplicate versions of the same document.

Document revisions manual#

Work is retrievable even after software crashes and manual errorsĮmployees with specific permissions should be able to track all previous versions of a document and revert to them if need be. Deploying a centralized platform allows administrators to control the permissions that determine who is allowed to view and edit files, while also ‘locking’ and protecting them from unauthorized modifications. Employees could be forced to use external programs and other file editors to view, annotate and share, which makes tracking versions and user edits a difficult task. In cases that require collaboration between many users, not implementing proper document version control is risky. Good document version control happens when:Īdministrators can easily share files with controlled permissions Permissions can be tailored according to document types and accesses can be granted or revoked at any point with the right document version control software.Įxamples of good document version controlĮach document version control strategy is tailored to meet certain business goals, from achieving document standardization, increasing accountability or streamlining collaboration. When it comes to who can access and modify your organization’s information, all your files should have clear, regulated controls. Permission controls to regulate confidential information

This is done by accurately monitoring the entire document lifecycle from creation to final disposition - ensuring that they meet fast-changing regulatory compliance standards. Organizations with governance, risk and compliance requirements can use document version control software to verify and track data with thorough audit trails and log history. Accountability and visibility are also improved during collaboration, and organizations can track which team members have edited specific documents.

Implementing a document version control system will make it simple for various users to access multiple earlier versions of files and projects - even in sudden data losses or computer failure. Over time, edits on a single document by many users will start to look confusing. Here’s why growing businesses make the shift to document management and version control systems: The importance of document version control Once the item is “checked in,” it can be edited by someone new. With document version control software, multiple users can work on the same document, eliminating the creation of multiple and differing versions.ĭocument version control allows a user to “check out” and lock a document while it is being worked on, so only one person is editing the document at a time. Document version control, sometimes called revision control or source control, refers to the management of changes to documents and other structured and unstructured information.