Examples of good document version control
Each document version control strategy is tailored to meet certain business goals, from achieving document standardization, increasing accountability or streamlining collaboration. Good document version control happens when:
Administrators can easily share files with controlled permissions
In cases that require collaboration between many users, not implementing proper document version control is risky. Employees could be forced to use external programs and other file editors to view, annotate and share, which makes tracking versions and user edits a difficult task. Deploying a centralized platform allows administrators to control the permissions that determine who is allowed to view and edit files, while also ‘locking’ and protecting them from unauthorized modifications.
Work is retrievable even after software crashes and manual errors
Employees with specific permissions should be able to track all previous versions of a document and revert to them if need be. In the event of computer malfunctions or information losses, data is still preserved without having to slow down work processes by manually re-entering data from memory.
Everyone has access to one controlled document when collaborating
Depending on multiple editing applications leads to duplicate versions of the same document. Using a document version control platform ensures that users do not confuse ‘old’ files for their updated versions and work on the wrong documents. Controlled documentation — or the practice of using one master document to track changes — keeps all collaborators on the same page and does away with documents of the same nature and content taking up unnecessary storage in your system.