We can get into all sorts of trouble in a project if we have multiple versions of the same document and we're mistaken about which one is current. If we act on outdated information, we can easily make a big mistake. That's why we need document version control.

But what is document version control?

Using version control, we manage multiple versions of the same document.

This allows us to clearly document how the document was created, developed, and modified 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 ensure the process. These include special document management systems and general project management information systems

But I want to stick to the basic principles. Good software implements these principles and adds additional valuable features.

Principle 1
Each new version or variant of a document has a new version number and a new name (with reference to the version and date).
I prefer file names to contain:
• Title
• Status (draft or final or revised)
• Version number
• Date

Principle 2
We track the changes made to each version, the dates, and the status (approved or not, draft, final, or revised).
I prefer to have a change control or tracking table in each document. This table would contain:
• Version number
• Date
• Author(s)
• Significant changes – reasons for updating

Principle 3
File storage makes it as easy as possible to find the most recent version and as difficult as possible to accidentally confuse an earlier version with the current one.

My preference is to implement an appropriate software process that supports the team and makes mistakes difficult.

Principle 4
Create a clear version numbering system. I prefer a three-part system. For example, version 2.03.02
1. The first part indicates the status:
a. 0 for draft
b. 1, 2, 3 for subsequent approved versions
2. The second part is for major changes (authorized by the project manager) to a version
3. The third part is for minor changes (approved by team leaders)

recommended videos
Carefully curated video recommendations for you:
Key Project Management Results: The Documentation You Really Need https://youtu.be/9i_NcAMiAJ0
What is configuration management? https://youtu.be/6aJ8qn8yV9U
Accelerate your projects: Faster project execution https://youtu.be/1KVqRz3JZ8U

A while ago I asked project managers in some forums what material things they needed for their work as project managers. The answers were great. I compiled their answers in a kit list.
https://kit.co/MikeClayton/what-a-project-manager-needs
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