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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 whichoften makes it difficult to identify the most recent draft, particularly if youreworkingcollaboratively. Some documents such as policies, procedures and plans may also bereviewed and updated on a regular basis and it is vital that everyone can easily identifywhich is the approved version currently in force. Allocating a unique version number toeach revision of a document and recording that number in the file title and contents canmake it easier to manage multiple revisions and to identify final versions.

Version NumberingWhen creating a document that is likely to go through a number of revisions, allocate aunique 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 thenext decimal number for each subsequent draft e.g. 0.2, 0.3 etc. Once a finalised version isreached number it with the whole number, 1.0. If version 1.0 is revised in future, numberthe first redraft 1.1 etc until the next finalised version is complete. Number the nextfinalised version 2.0.

Diagram used and amended with kind permission from University of London

Creation

User creates document.

Passed to others asversion 0.1 for approval

or comment

Collaboration

Comments obtainedversion becomes 0.2, 0.3

etc.

Approval

Version 1.0.

Publication to internet /cascaded to staff

becomes live

Updating

Review of document.Comments obtained,

version becomes 1.1, 1.2(version 1.0 still live at

this point)

Storage as record

Version 1.0 superseded byversion 2.0. Retentionperiod applied (e.g. X

years after superseded)

Disposal

At end of retentionperiod, destroyed or

passed to archive

Approval

Version 2.0

Publication to internet /

cascaded to staff

becomes live

ArchiveRecords Manager

catalogues and stores

document

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File TitlingThe version number should be recorded in the documents file title sothat it can be easilyidentified on the shared drive or the website. Avoid using full stops to demark the decimalpoint (which can confuse some operating systems) use an underscore instead, e.g. V0_1;V0_2; V1_0 etc. The words Draftor Finalcan also be added to the end of the file nameto 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 TableFor some documents such as policies, procedures, strategies and plans it will also beimportant to record the version number within the document itself, so that anybody lookingat it can easily identify whether it is still active and whether it is the final version. Byplacing a document control table at the beginning of your document you can capturecontextual information about the version, including its number, status, author, approval andreview. A document control table can also be used to record a revision history providing abrief 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 tableshould be updated every time a new version is created. Any document history inserted fordraft versions should be deleted once the final version has been created and if the finalversion is an update of a previous document, a brief summary of any significant changesinserted. For a document control template, see appendix 1.

FootersYou may also wish to record the document version number, title and approval date in thefooter of the document to make it easier for people to quickly identify which version of adocument they are looking at.

Make Read Only

To reduce the risk of somebody overwriting one version with another you may wish to makeyour document read only. This will ensure that anybody trying to change the document willbe prompted to save the document with a new file title first. To make your document readonly:

- right click on your document on the shared drive and go to properties- under the General tab tick the read-only box.- select Applyand then select Ok.

Should you keep draft versions?Sometimes it is important to keep draft versions of a document so you can demonstratewhen 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 hasbeen approved.

How long should you keep superseded versions?Even though a policy or procedure has been superseded it may be important for theUniversity to be able to go back and demonstrate which policy was in force at a particulartime, for example which version of the academic regulations. For guidance on how longsuperseded documents should be kept check the Universitys records retention scheduleat:http://www.cardiff.ac.uk/govrn/cocom/recordsmanagement/recordsretention/recordreten.html.

http://www.cardiff.ac.uk/govrn/cocom/recordsmanagement/guidanceleaflets/index.htmlhttp://www.cardiff.ac.uk/govrn/cocom/recordsmanagement/guidanceleaflets/index.htmlhttp://www.cardiff.ac.uk/govrn/cocom/recordsmanagement/recordsretention/recordreten.htmlhttp://www.cardiff.ac.uk/govrn/cocom/recordsmanagement/recordsretention/recordreten.htmlhttp://www.cardiff.ac.uk/govrn/cocom/recordsmanagement/recordsretention/recordreten.htmlhttp://www.cardiff.ac.uk/govrn/cocom/recordsmanagement/recordsretention/recordreten.htmlhttp://www.cardiff.ac.uk/govrn/cocom/recordsmanagement/recordsretention/recordreten.htmlhttp://www.cardiff.ac.uk/govrn/cocom/recordsmanagement/guidanceleaflets/index.html

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Appendix 1: Template Document Control Table

Document Control Table

Document Title:

Author(s) (name, job titleand 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