Document Version Control

Document Version Control, or revision control, is the management of revisions and changes made to files. These changes are commonly identified by a letter or numeric code, which is used to describe the current state of a document.

Version Control is helpful when managing documents that are likely to be revised and in circumstances that require a log of all changes must be kept. Some common documents that benefit from Version Control include company policies, procedures, and regulations.

Benefits of Document Version Control

Have a detailed log of how each document was developed over time.
Make it simple to identify the most recent versions of a document.
Reduce the risk of accidental deletions or redundant files.
Be able to identify documents that were current at specific dates – for example, this would be particularly useful in appeals processes.

Document Version Control Tips

Every time a document is redrafted, it should be copied and renamed appropriately.
Finalized documents should be protected as “read-only” files to prevent future alteration. This can also be achieved with strict access controls – for example, password protecting finalized records.
When sharing a document, it is best to avoid sending it in an email. This helps to prevent duplicates and prevents potential security risks.
Documents should include their name and file path in the footer of each page.

Sample Document Version Code

Document Title 0.1.docx	Draft versions of a document
Document Title 0.2.docx	Draft versions of a document
Document Title 1.0.docx	The first finalized document.
Document Title 1.1.docx	Amendments made to the first finalized document.
Document Title 1.2.docx	Amendments made to the first finalized document.
Document Title 2.0.docx	Signifies a major change in a document, usually done after a period of time.