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\nHow to Maintain Document Version Control on Your Project\n

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\nOn 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 If we act on out-of-date information, we can easily make a big mistake.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...\nOn 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 If we act on out-of-date information, we can easily make a big mistake.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.

But, what is document 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 and general Project Management Information Systems

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

Principle 1
Every new version or variation of a document has a new version number, and new name (incorporating reference to the version, and a date)
My preference is that file names contain:
• Title
• Status (draft or final, or revised)
• Version number
• Date

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

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.

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:
a. 0 for draft
b. 1, 2, 3 for successive approved versions
2. The second part is for major (authorized by the Project Manager) changes to a version
3. The third part is for minor (operationally approved by team leads) changes\n
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6:41
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10th - Higher Ed
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Career & Technical Education
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\nOnline PM Courses\n\n
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Date
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2021
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English
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For Teacher Use
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document version control, document version, version control, document control, document management system project, version control system, what is version control, document controller training, version number, version numbering, file name, file naming, filenames, file storage, mike clayton, project management, onlinepmcourses, project documentation, project management tools, workstream leader, team leader, project manager, revised document, date version, approved document, version, team, number, status, back, current, versions, project, approved, date, draft, make, part, document, track, implement, made, principles, variation, include, reference, preference
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