Document version control is the systematic process of managing changes to documents over time. It ensures that all drafts, edits, and final versions of a file are tracked, creating a clear and traceable history of changes. This process is essential for maintaining document integrity, enabling collaboration, and ensuring compliance across an organisation.
Effective version control provides a full audit trail, allowing authorised users to view previous versions, understand what changes were made, and identify who made them. This level of transparency is especially important for regulated industries or organisations with strict quality assurance standards.
When developing or updating a policy, procedure, or publication, version control plays a critical role in tracking the document’s progress. It helps clearly identify each stage of development from the initial draft submitted for feedback, to the revised versions created in response to comments, through to the final version approved by senior management, signed off by the Head of Department, or published for public access.
Version control is also essential when collaborating with others. It ensures that edits made by different contributors at different times are documented and traceable, reducing confusion and improving accountability throughout the process.
Modern document management solutions streamline the version control process by automatically saving updates and maintaining version histories. Users no longer need to manually rename files or worry about overwriting previous work these systems track revisions in real-time and clearly indicate the most up-to-date version of each document.
For example, in the case of company-wide manuals or group policies, updates can trigger automatic notifications via email to relevant stakeholders. This ensures that everyone is working from the latest approved version and reduces the risk of outdated or incorrect information being used.
Document Management solutions can automatically track and update records so users know exactly which is the latest version of any document. For group manuals for example, email alerts can be automatically sent out to notify of an update..png?width=600&height=369&name=b%26m%20quote%20(42).png)
A DMS offers key benefits such as:
Automatic Version Tracking: Every time a document is edited, the system automatically saves a new version, maintaining a full history of changes.
Audit Trails: You can see who made changes, when they were made, and what was changed improving transparency and accountability.
Collaboration Features: Multiple users can work on the same document without the risk of overwriting each other's changes.
Access Control: Permissions can be set to ensure only authorised users can edit, approve, or publish documents.
Centralised Storage: All versions of a document are stored in one secure location, reducing confusion about which version is the latest.
By using a DMS, organisations can streamline their document workflows, improve collaboration, and ensure compliance with internal and external standards all while maintaining robust version control.
Version control should be used whenever multiple versions of a document exist or are likely to exist in the future.
A simple and effective method is to include a version number at the end of the file name. Each draft is numbered sequentially, starting from 0.1, 0.2, 0.3, and so on, until the document is finalised. The completed version is typically labelled version 1.0. If this version is later revised, new drafts are numbered 1.1, 1.2, etc., until a new final version is reached (e.g. 2.0).
In addition to updating the file name, the version number should also appear within the document itself ideally on the title page, and in the header or footer of every page.
In some cases it may also be appropriate to use a version control table. This is done automatically within our solutions. The table provides further details of what changes were made to a document, when, and by whom. A version control table is only required with formal University procedures, policies, strategies and project documentation. It can be added at the beginning or end of the document itself, or created as a separate document, and stored in the paper or electronic folder.
The version control table (see example below) must be updated each time a change is made to the document. It details:
The new version number;
The purpose of the change or the change itself;
The person making the change;
The date of the change.
Version Number Purpose/Change Author Date
0.1 Initial draft – to line manager James Smith, Personnel Officer
01/08/2006
0.2 Consultation draft – to working group James Smith, Personnel Officer
25/08/2006
0.3 Second consultation draft – to working group James Smith, Personnel Officer
19/09/2006
1.0 Final version – approved by CMT James Smith, Personnel Officer
18/10/2006
1.1 Revision of paragraph 12 to clarify procedure Elaine Brown, Personnel Officer
15/12/2006
1.2 Update of contact details Mark Campbell, Personnel Assistant
01/03/2007
Document version control is not just a technical process it’s a fundamental practice that supports collaboration, accuracy, and accountability across an organisation. Whether you're managing internal procedures, policy documents, or publicly available publications, having a clear versioning strategy ensures that everyone is working from the correct information.
By implementing consistent versioning practices and leveraging the capabilities of a Document Management System, businesses can reduce errors, improve efficiency, and maintain compliance with industry standards. The result is a more streamlined workflow, stronger governance, and greater confidence in the integrity of your documents.
Start small by applying basic versioning to your files and consider adopting a DMS to fully automate and scale your document control process as your organisation grows.
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