Document version control is an important tool for teams working on documents that are written in text. It lets editors track and manage all alterations in the document, which in turn assists the team in achieving a final draft that everyone can be happy with.
The practice can be very helpful in the composition of text but can be a hassle if not implemented correctly. This article will look at the basic principles of document versioning, and offer some suggestions on how you can avoid common errors.
The first step in implementing document versioning control is defining its terms of use. It is important to establish the distinctions between a version and revision of a document, in addition to determining how long each iteration must be stored. The two concepts above are particularly important for teams that rely on the concept of versioning to monitor compliance with regulations.
It is important to design an information architecture that allows for document versioning. This involves establishing folder structures for your company as well as file naming conventions, which will help you identify each time you make a change. It is also important to file away any older versions of documents following each update. This will avoid confusion and employees from confusing older versions as most recent revisions.
Then, you need to install a file management system that ensures that only those who have been granted permission can access the latest revision of a file. This will decrease the risk of accidental modifications and increase productivity.
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