Mastering Document Version Control: A Comprehensive Guide for 2024
In the United States alone, over 7 billion documents are created every year – and that’s just the physical paper versions. In any given organization, thousands of documents, both physical and digital, are generated, circulated, referenced and duplicated daily. The challenge? Keeping this incredible volume of documentation organized and under control.
Document version control is the cornerstone of successful data management. No matter what industry you’re working in, the ability to manage document version control is critical for productivity, efficiency and accuracy. Document versioning can spiral out of control very quickly, and most of us are familiar with the sinking feeling that results when you realize the document you’ve spent hours working on is out-of-date, the document you’ve emailed out is the wrong version, or, in a worst-case scenario, a critical document is lost or overwritten.
In this article, we’ll take a look at some document version control best practices, to fail-proof your document management system against errors, confusion and inefficiency.
What is document version control?
Document version control, also known as versioning or version management, refers to the systems and processes used to track and manage the changes made to a particular document over time. When multiple stakeholders or contributors are working on a document at the same time, version control makes sure that the latest, most up-to-date version of the document is clearly identifiable for circulation, providing a single point of truth for that particular document, and avoiding duplicates. Version control provides an audit trail, enabling you to track who has accessed and modified the document, what changes were made, and when they were made. Version control also allows you to easily revert to a previous version of a document when required, or restore data that has been accidentally deleted or replaced during the course of editing or review.
5 reasons why document version control is important
From security concerns to data integrity, good document version control is foundational to operational efficiency in any organization.
Minimize errors
Poor data version control can lead to critical errors, confusion, and productivity loss. Without a way to track which version is the most up-to-date, there’s a significant risk that the wrong document may enter circulation and be taken and used as final, with serious, and sometimes costly, consequences. Internally, working with incorrect or out-of-date information results in mistakes, delays and hours of possible rework. In instances where a document is being published or publicly disseminated, or when further work such as construction or production is based on outdated or otherwise incorrect plans or instructions, sending out the wrong version can be costly.
Maintain data integrity
Good version control creates reliable, accurate and up-to-date documentation for use throughout your organization. It’s important that users are able to confirm that the data they’re working with is correct and up to date. Document version control is an important aspect of maintaining data integrity, including the accuracy, security and completeness of the information contained in day-to-day documentation. Good version control maintains a single point of truth and reference for the organizational data that drives decision-making, strategy and the quality of the work you produce.
Track changes
Document version control maintains a comprehensive document history, allowing you to track and trace the changes made to a particular document, when those changes were implemented, and who implemented them.
Access control and compliance
For sensitive documents, or documents subject to regulation with regards to, for example, retention laws, version control delivers tighter security and management processes which will help you remain compliant by furnishing you with a definitive audit trail of document revisions.
Optimize workflows
Good document version control makes it much easier for multiple people to collaborate, author, review and edit documents, creating seamless workflows free of confusion. Without version control protocols, it’s extremely difficult to collate and incorporate feedback from multiple stakeholders, or avoid data destruction through overwriting or accidental deletions. Version control allows documents to move more freely and securely from person to person, both internally and externally, creating a centralized, fully transparent repository for feedback and input, and avoiding document duplication.
5 document version control best practices
For organizations looking to implement a document version control system, here are some key versioning best practices to get you started.
Standardize document naming conventions
The first step toward good version control is standardizing document naming conventions for new and versioned documents throughout your organization. No matter what file naming system you choose, make sure it’s consistently applied by everyone. Document file names should include information about the content, version number and date of last revision, so that the latest version is easy to identify and retrieve.
Implement the right version control software
Select and implement appropriate version control software for your business needs. This software should allow you to remove duplicates, preserve drafts and previous versions, audit document histories, archive older document versions, collaborate directly on documents, view access and set permissions.
Set permissions and access controls
Determine which documents need to be secured through access permissions and controls, then apply the relevant security measures to ensure only authorized persons have the permissions required to view and edit those documents.
Formalize versioning protocols
Decide which documents require versioning protocols, and what those protocols are, including document lifecycles, retention policies and filing schema. Develop an official document version control company policy that formalizes these processes, and aligns everyone to the same set of standards.
Train staff
Document version control systems only work if they’re consistently applied by everyone. In order to achieve complete standardization, compliance and control, it’s important that all members of your staff understand the version control systems and processes, and apply them consistently, without exception.
Popular document version control systems
There are a number of popular document version controls that will help you implement document control best practices effortlessly.
Google docs
Google docs is a powerful cloud-based version control system that allows you to create, edit and manage documents online. Its robust document history tracking capabilities offer full visibility of all edits and comments, making for seamless collaboration and comprehensive version visibility. Reverting to a previous version of a document is possible in a few clicks, and you can move easily through various drafts to track exactly how a document has developed.
Edits can be made synchronously by multiple parties in real-time, with clear differentiation between editors.
Because Google docs is a cloud-based system, documents can be accessed from anywhere, and they’re kept secure through a permissions and sharing system which allows for tight access control.
SharePoint
Microsoft SharePoint is a content management system that includes document version control functionalities. Once you’ve configured version control settings in SharePoint, the software will automatically generate and save new versions every time a document is edited, allowing users to revert to previous versions, track changes over time, and collaborate on centralized documents.
Image API
For digital and paper document version control, Image API delivers a comprehensive solution, including paper record digitization and content management.
For organizations looking to implement version control protocols on physical documents and records, Image API offers a 360-degree document digitization service, in which paper documents and records are converted into searchable digital files in a single cloud-based repository. Image API’s content management software offers robust, flexible and secure document version control capabilities, including document history tracking, access control and permissions, duplication management, data and workflow automation, archiving and database management.
Image API’s services include backfile conversion, in which legacy paper documents are digitized, day-forward scanning, in which current documents are digitized as they enter the workflow, and scan-on-demand, for ad hoc digitization as needed.
For document version control solutions, choose Image API
For almost three decades, Image API has been helping organizations of any size achieve unprecedented efficiency through a full-service digitization and digital content management solution. Our digitization and document version control solution includes:
Imaging Services
Flexible, scalable, 100% secure high-volume imaging services to digitize any document format, at scale.
Digital Content Management
Image API’s Axiom Pro platform is a cloud-based document management system that allows you to store, secure, search and manage digital documents with unprecedented efficiency. From reliable document version control to instant record retrieval, document compliance to secure access permissions and control, Image API delivers a cost-effective, tech-driven solution built on decades of expertise.
Visit www.imageapi.com for more information.
