Version control is the management of changes to documents, files, etc. It is a key component to File and Folder Management and it is often not clearly defined and managed within an organization. Without a clearly defined approach to version control, critical previous data can be lost or compromised.
Here are some hints to effectively implement version control for your organizations’ documents and files:
- Every time a file is updated and/or revised, a new version of the file should be created and the previous version retained
- Establish consistent version control requirements
EXAMPLES: Use the most recent/current date in the file name every time the file is updated and/or revised
- Do not use version numbers within the file name as part of your version control. It can become confusing as to what number is next if you have multiple Users and Subject Matter Experts providing input to a file
- Define the record retention requirements on previous versions of files, keeping in mind that previous versions may need to be accessed for clarification, reference to previous changes, etc.
Aldridge Kerr can assist you in defining and implementing version control within your organization. Contact Charlene Aldridge at 972.447.9787 or CharleneAldridge@aldridgekerr.com to discuss how we can assist you in improving how you do what you do.
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