{"page":"\u003clink rel=\"stylesheet\" href=\"https://lessonplanet.com/assets/packs/css/resources-572d6a42.css\" /\u003e\n\u003clink rel=\"stylesheet\" href=\"https://lessonplanet.com/assets/packs/css/lp_boclips_stylesheets-f4d0de30.css\" media=\"all\" /\u003e\n\u003cdiv data-title='How to Maintain Document Version Control on Your Project' data-url='/boclips/videos/65d5c7e3fa4cad1efcc399c7' data-video-url='/boclips/videos/65d5c7e3fa4cad1efcc399c7' id='bo_player_modal'\u003e\n\u003cdiv class='boclips-resource-page modal-dialog panel-container'\u003e\n\u003cdiv class='react-notifications-root'\u003e\u003c/div\u003e\n\u003cdiv class='rp-header'\u003e\n\u003cdiv class='rp-type'\u003e\n\u003ci aria-hidden='true' class='fai fa-regular fa-circle-play'\u003e\u003c/i\u003e\nVideo\n\u003c/div\u003e\n\u003ch1 class='rp-title' id='video-title'\u003e\nHow to Maintain Document Version Control on Your Project\n\u003c/h1\u003e\n\u003cdiv class='rp-actions'\u003e\n\u003cdiv class='mr-1'\u003e\n\u003ca class=\"btn btn-success\" data-posthog-event=\"Signup: LP Signup Activity\" data-posthog-location=\"body_link_boclips\" data-remote=\"true\" href=\"/subscription/new\"\u003e\u003cspan\u003e\u003cspan\u003eGet Free Access\u003c/span\u003e\u003cspan class=\"\"\u003e for 10 Days\u003c/span\u003e\u003cspan\u003e!\u003c/span\u003e\u003c/span\u003e\u003c/a\u003e\n\u003c/div\u003e\n\u003c/div\u003e\n\u003c/div\u003e\n\u003cdiv class='rp-body'\u003e\n\u003cdiv class='rp-info'\u003e\n\u003cdiv aria-label='Hide resource details' class='rp-hide-info' role='button' tabindex='0'\u003e\u0026times;\u003c/div\u003e\n\u003ci aria-label='Expand resource details' class='rp-expand-info fai fa-solid fa-up-right-and-down-left-from-center' role='button' tabindex='0'\u003e\u003c/i\u003e\n\u003ci aria-label='Compress resource details' class='rp-compress-info fai fa-solid fa-down-left-and-up-right-to-center' role='button' tabindex='0'\u003e\u003c/i\u003e\n\u003cdiv class='rp-rating'\u003e\n\u003cspan class='resource-pool'\u003e\n\u003cspan class='pool-label'\u003ePublisher:\u003c/span\u003e\n\u003cspan class='pool-name'\u003e\n\u003cspan class='text'\u003e\u003ca data-publisher-id=\"30356011\" href=\"/search?publisher_ids%5B%5D=30356011\"\u003eCurated Video\u003c/a\u003e\u003c/span\u003e\n\u003c/span\u003e\n\u003c/span\u003e\n\u003c/div\u003e\n\u003cdiv class='rp-description'\u003e\n\u003cspan class='short-description'\u003eOn a project, we can end up in all sorts of trouble, if we have multiple versions of the same document, and 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...\u003c/span\u003e\n\u003cspan class='full-description hide'\u003eOn a project, we can end up in all sorts of trouble, if we have multiple versions of the same document, and 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. \u003cbr/\u003e\u003cbr/\u003eBut, what is document version control?\u003cbr/\u003e\u003cbr/\u003eVersion control is how we manage multiple variations of the same document.\u003cbr/\u003e\u003cbr/\u003eThis 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.\u003cbr/\u003e\u003cbr/\u003eThere are many software solutions that simplify and assure the process. These include dedicated document management systems and general Project Management Information Systems\u003cbr/\u003e\u003cbr/\u003eBut I want to stick to the basic principles. Good software will implement these principles and add additional valuable functionality.\u003cbr/\u003e\u003cbr/\u003ePrinciple 1\u003cbr/\u003eEvery new version or variation of a document has a new version number, and new name (incorporating reference to the version, and a date)\u003cbr/\u003eMy preference is that file names contain:\u003cbr/\u003e• Title\u003cbr/\u003e• Status (draft or final, or revised)\u003cbr/\u003e• Version number \u003cbr/\u003e• Date\u003cbr/\u003e \u003cbr/\u003ePrinciple 2\u003cbr/\u003eWe keep track of the changes made to each version, the dates, and the status (approved or not, draft, final, or revised.\u003cbr/\u003eMy preference is for a Change Control or Tracking table within each document. That table would include:\u003cbr/\u003e• Version number\u003cbr/\u003e• Date\u003cbr/\u003e• Author/s\u003cbr/\u003e• Principal changes – reasons for update\u003cbr/\u003e\u003cbr/\u003ePrinciple 3\u003cbr/\u003eFile 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.\u003cbr/\u003e\u003cbr/\u003eMy preference is to implement a suitable software process to support the team and make errors harder to make.\u003cbr/\u003e\u003cbr/\u003ePrinciple 4\u003cbr/\u003eCreate a clear version numbering system. My preference is for a three-part system. For example, version 2.03.02\u003cbr/\u003e1. The first part indicated the status:\u003cbr/\u003e        a. 0 for draft\u003cbr/\u003e        b. 1, 2, 3 for successive approved versions\u003cbr/\u003e2. The second part is for major (authorized by the Project Manager) changes to a version\u003cbr/\u003e3. The third part is for minor (operationally approved by team leads) changes\u003c/span\u003e\n\u003c/div\u003e\n\u003cdiv class='action-container flex justify-between'\u003e\n\u003cbutton aria-expanded='false' aria-label='Read more description' class='rp-full-description' type='button'\u003e\n\u003ci class='fai fa-solid fa-align-left'\u003e\u003c/i\u003e\n\u003cspan id='read_more'\u003eRead More\u003c/span\u003e\n\u003c/button\u003e\n\u003cdiv class='rp-report'\u003e\n\u003c/div\u003e\n\u003c/div\u003e\n\u003cdiv aria-labelledby='resource-details-heading' class='rp-info-section'\u003e\n\u003ch2 class='title' id='resource-details-heading'\u003eResource Details\u003c/h2\u003e\n\u003cdiv class='rp-resource-details clearfix'\u003e\n\u003cdiv class='detail'\u003e\n\u003cdl\u003e\n\u003cdt\u003eCurator Rating\u003c/dt\u003e\n\u003cdd\u003e\u003cspan class=\"star-rating\" aria-label=\"4.0 out of 5 stars\" role=\"img\"\u003e\u003ci class=\"fa-solid fa-star text-action\" aria-hidden=\"true\"\u003e\u003c/i\u003e\u003ci class=\"fa-solid fa-star text-action\" aria-hidden=\"true\"\u003e\u003c/i\u003e\u003ci class=\"fa-solid fa-star text-action\" aria-hidden=\"true\"\u003e\u003c/i\u003e\u003ci class=\"fa-solid fa-star text-action\" aria-hidden=\"true\"\u003e\u003c/i\u003e\u003ci class=\"fa-regular fa-star text-action\" aria-hidden=\"true\"\u003e\u003c/i\u003e\u003c/span\u003e\u003c/dd\u003e\n\u003c/dl\u003e\n\u003c/div\u003e\n\u003cdiv class='detail'\u003e\n\u003cdl\u003e\n\u003cdt class=\"educator-rating-title\"\u003eEducator Rating\u003c/dt\u003e\u003cdd\u003e\u003cdiv class=\"educator-rating-details\" data-path=\"/educator_ratings/rrp_data?resourceable_id=87460261\u0026amp;resourceable_type=Boclips%3A%3AVideoMetadata\"\u003e\u003cspan class=\"not-yet-rated\"\u003eNot yet Rated\u003c/span\u003e\u003c/div\u003e\u003c/dd\u003e\n\u003c/dl\u003e\n\u003c/div\u003e\n\u003cdiv class='detail'\u003e\n\u003cdl\u003e\n\u003cdt\u003eMedia Length\u003c/dt\u003e\n\u003cdd\u003e6:41\u003c/dd\u003e\n\u003c/dl\u003e\n\u003c/div\u003e\n\u003cdiv class='detail'\u003e\n\u003cdl\u003e\n\u003cdt\u003eGrade\u003c/dt\u003e\u003cdd title=\"Grade\"\u003e10th - Higher Ed\u003c/dd\u003e\n\u003c/dl\u003e\n\u003c/div\u003e\n\u003cdiv class='detail'\u003e\n\u003cdl\u003e\n\u003cdt\u003eSubjects\u003c/dt\u003e\u003cdd\u003e\u003cspan\u003e\u003ca href=\"/search?grade_ids%5B%5D=256\u0026amp;grade_ids%5B%5D=257\u0026amp;grade_ids%5B%5D=258\u0026amp;grade_ids%5B%5D=259\u0026amp;search_tab_id=1\u0026amp;subject_ids%5B%5D=1319782\"\u003eCareer \u0026amp; Technical Education\u003c/a\u003e\u003c/span\u003e\u003c/dd\u003e\u003cdd class=\"text-muted\"\u003e\u003ci class=\"fa-solid fa-lock mr5\"\u003e\u003c/i\u003e1 more...\u003c/dd\u003e\n\u003c/dl\u003e\n\u003c/div\u003e\n\u003cdiv class='detail'\u003e\n\u003cdl\u003e\n\u003cdt\u003eMedia Type\u003c/dt\u003e\u003cdd\u003e\u003cspan\u003e\u003ca href=\"/search?grade_ids%5B%5D=256\u0026amp;grade_ids%5B%5D=257\u0026amp;grade_ids%5B%5D=258\u0026amp;grade_ids%5B%5D=259\u0026amp;search_tab_id=2\u0026amp;type_ids%5B%5D=4543647\"\u003eInstructional Videos\u003c/a\u003e\u003c/span\u003e\u003c/dd\u003e\n\u003c/dl\u003e\n\u003c/div\u003e\n\u003cdiv class='detail'\u003e\n\u003cdl\u003e\n\u003cdt\u003eSource:\u003c/dt\u003e\n\u003cdiv class='preview-source' data-animation='true' data-boundary='.rp-info' data-container='.rp-resource-details' data-html='false' data-title='Online PM Courses gives you clear, practical Project Management knowledge, that is easy to understand and apply. But Online PM Courses is not just a set of training videos. It is a program that will help you transform yourself into the Project Manager you want to be. To help you do this, we are building the most comprehensive portfolio of Project Management self-development resources on the web.' data-trigger='hover focus'\u003e\n\u003cspan\u003eOnline PM Courses\u003c/span\u003e\n\u003ci aria-hidden='true' class='fa-solid fa-circle-info channel-tooltip-icon' id='channel-tooltip'\u003e\u003c/i\u003e\n\u003c/div\u003e\n\u003c/dl\u003e\n\u003c/div\u003e\n\u003cdiv class='detail'\u003e\n\u003cdl\u003e\n\u003cdt\u003eDate\u003c/dt\u003e\n\u003cdd\u003e2021\u003c/dd\u003e\n\u003c/dl\u003e\n\u003c/div\u003e\n\u003cdiv class='detail'\u003e\n\u003cdl\u003e\n\u003ci aria-hidden='true' class='fai fa-solid fa-language'\u003e\u003c/i\u003e\n\u003cdt\u003eLanguage\u003c/dt\u003e\u003cdd\u003eEnglish\u003c/dd\u003e\n\u003c/dl\u003e\n\u003c/div\u003e\n\u003cdiv class='detail'\u003e\n\u003cdl\u003e\n\u003cdt\u003eAudiences\u003c/dt\u003e\u003cdd\u003e\u003cspan\u003e\u003ca href=\"/search?audience_ids%5B%5D=371079\u0026amp;grade_ids%5B%5D=256\u0026amp;grade_ids%5B%5D=257\u0026amp;grade_ids%5B%5D=258\u0026amp;grade_ids%5B%5D=259\u0026amp;search_tab_id=1\"\u003eFor Teacher Use\u003c/a\u003e\u003c/span\u003e\u003c/dd\u003e\u003cdd class=\"text-muted\"\u003e\u003ci class=\"fa-solid fa-lock mr5\"\u003e\u003c/i\u003e2 more...\u003c/dd\u003e\n\u003c/dl\u003e\n\u003c/div\u003e\n\u003cdiv class='detail'\u003e\n\u003cdl\u003e\n\u003cdt\u003eUsage Permissions\u003c/dt\u003e\u003cdd\u003eFine Print: Educational Use\u003c/dd\u003e\n\u003c/dl\u003e\n\u003c/div\u003e\n\u003c/div\u003e\n\u003c/div\u003e\n\u003cdiv aria-labelledby='additional-materials-heading' class='rp-info-section'\u003e\n\u003ch2 class='title' id='additional-materials-heading'\u003eAdditional Materials\u003c/h2\u003e\n\u003cdiv class='additional-material'\u003e\n\u003ci aria-hidden='true' class='fai fa-solid fa-lock'\u003e\u003c/i\u003e\n\u003ca class=\"text-muted\" title=\"Video Transcript\" data-html=\"true\" data-placement=\"bottom\" data-trigger=\"click\" data-content=\"\u003cdiv class=\u0026quot;text-center py-2\u0026quot;\u003e\u003ca class=\u0026quot;bold\u0026quot; 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