Document Version Control

By NE Docs | May 20, 2015

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
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
Document Title 2.0.docx

Signifies a major change in a document, usually done after a period of time.

Want to learn more about how our customers are using Document Version Control?  Contact us today for a complimentary document evaluation.

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