Guidance on Version Control

Have you ever had problems identifying the most up to date version of a document? These guidelines are aimed to help you. Why is version control so important? Documents can go through a number of revisions before a final version is produced which often makes it difficult to identify the most recent draft, particularly if youre working collaboratively. Some documents such as policies, procedures and plans may also be reviewed and updated on a regular basis and it is vital that everyone can easily identify which is the approved version currently in force. Allocating a unique version number to each revision of a document and recording that number in the file title and contents can make it easier to manage multiple revisions and to identify final versions. Version Numbering When creating a document that is likely to go through a number of revisions, allocate a unique version number to it. Use a two part number so that you can easily distinguish between drafts and final versions. Number the initial draft of a document 0.1, and use the next decimal number for each subsequent draft e.g. 0.2, 0.3 etc. Once a finalised version is reached number it with the whole number, 1.0. If version 1.0 is revised in future, number the first redraft 1.1 etc until the next finalised version is complete. Number the next finalised version 2.0.

Creation User creates document. Passed to others as version 0.1 for approval or comment

Collaboration Comments obtained version becomes 0.2, 0.3 etc.

Approval Version 1.0. Publication to internet / cascaded to staff becomes live

Disposal At end of retention period, destroyed or passed to archive

Storage as record Version 1.0 superseded by version 2.0. Retention period applied (e.g. X years after superseded)

Updating Review of document. Comments obtained, version becomes 1.1, 1.2 (version 1.0 still live at this point)

Archive Records Manager catalogues and stores document

Approval Version 2.0 Publication to internet / cascaded to staff becomes live

Diagram used and amended with kind permission from University of London

File Titling The version number should be recorded in the documents file title so that it can be easily identified on the shared drive or the website. Avoid using full stops to demark the decimal point (which can confuse some operating systems) use an underscore instead, e.g. V0_1; V0_2; V1_0 etc. The words Draft or Final can also be added to the end of the file name to make the documents status even clearer. For further guidance on naming document see, GOVRNs Guide to naming electronic records: http://www.cardiff.ac.uk/govrn/cocom/recordsmanagement/guidanceleaflets/index.html . Document Control Table For some documents such as policies, procedures, strategies and plans it will also be important to record the version number within the document itself, so that anybody looking at it can easily identify whether it is still active and whether it is the final version. By placing a document control table at the beginning of your document you can capture contextual information about the version, including its number, status, author, approval and review. A document control table can also be used to record a revision history providing a brief summary of any changes that have been made since the last version. This will assist the next person looking at the document to identify any significant changes. The table should be updated every time a new version is created. Any document history inserted for draft versions should be deleted once the final version has been created and if the final version is an update of a previous document, a brief summary of any significant changes inserted. For a document control template, see appendix 1. Footers You may also wish to record the document version number, title and approval date in the footer of the document to make it easier for people to quickly identify which version of a document they are looking at. Make Read Only To reduce the risk of somebody overwriting one version with another you may wish to make your document read only. This will ensure that anybody trying to change the document will be prompted to save the document with a new file title first. To make your document read only: - right click on your document on the shared drive and go to properties - under the General tab tick the read-only box. - select Apply and then select Ok. Should you keep draft versions? Sometimes it is important to keep draft versions of a document so you can demonstrate when decisions on content were made and what changes were made after comments were received. But often draft versions of a document can be deleted once the final version has been approved. How long should you keep superseded versions? Even though a policy or procedure has been superseded it may be important for the University to be able to go back and demonstrate which policy was in force at a particular time, for example which version of the academic regulations. For guidance on how long superseded documents should be kept check the Universitys records retention schedule at: http://www.cardiff.ac.uk/govrn/cocom/recordsmanagement/recordsretention/recordreten .html.

Appendix 1: Template Document Control Table

Document Control Table Document Title: Author(s) (name, job title and Division): Version Number: Document Status: Date Approved: Approved By: Effective Date: Date of Next Review: Superseded Version: Document History Version Date Author Notes on Revisions