How to Maintain Document Version Control on Your Project | Video

On a project, we can end up in all sorts of trouble if we have multiple versions of the same document… And then make a mistake about which is current. If we act on out-of-date information, we can easily make a big mistake. So, we need document version control.

But, what is document version control?

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Definition of Version Control

Version control is how we manage multiple variations of the same document.

This lets us keep a clear record of how the document was created, developed, and changed over time. It provides a clear audit trail of:

• what changes we made
• who made them
• and who approved them

There are many software solutions that simplify and assure the process. These include:

• Dedicated document management systems
• General Project Management Information Systems

The Principles of Document Version Control

But I want to stick to the basic principles. Good software will implement these principles and add additional valuable functionality.

Version Control Principle 1

Every new version or variation of a document has a new version number and a new name. It should incorporate reference to the version and a date.

My preference is that file names contain:

• Title
• Status (draft or final, or revised)
• Version number
• Date

Version Control Principle 2

We keep track of the changes made to each version, the dates, and the status:

• approved or not
• draft
• final
• or revised.

My preference is for a Change Control or Tracking table within each document. That table would include:

• Version number
• Date
• Author/s
• Principal changes – reasons for update

Version Control Principle 3

File storage makes it as easy as possible to find the most recent version and as hard as possible to accidentally mistake a previous version for the current one.

My preference is to implement a suitable software process to support the team and make errors harder to make.

Version Control Principle 4

Create a clear version numbering system. My preference is for a three-part system. For example, version 2.03.02.

1. The first part indicated the status:
   1. 0 for draft
   2. 1, 2, 3 for successive approved versions
2. The second part is for major changes to a version. These would be authorized by the Project Manager.
3. The third part is for minor changes. These would be operationally approved by team leads.

Recommended Videos

Carefully curated video recommendations for you:

• Key Project Management Deliverables: The Documentation You Really Need
• What is Configuration Management?
• Speed up Your Projects: Faster Project Delivery

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