Document Version Control
Track document changes, capture key decisions and document the reviewing process
Document Version Control
Track document changes, capture key decisions and document the reviewing process
Document Version Control
Track document changes, capture key decisions and document the reviewing process
What is document version control?
Document version control is the process of managing organizing, and tracking the different versions and drafts of a document or record as it evolves. It's very important for collaborative projects where multiple people may be editing the same document. By investing in a document version control system, businesses can track, manage and organize a series of draft documents while creating an audit trail that records all changes and edits made to each version.
Most importantly, version control makes sure users are employing the most current version of a document for operations, production, and renovation purposes. For existing projects, this includes the use of “as-built” drawings, specifications, and associated documentation.
What is document version control?
Document version control is the process of managing organizing, and tracking the different versions and drafts of a document or record as it evolves. It's very important for collaborative projects where multiple people may be editing the same document. By investing in a document version control system, businesses can track, manage and organize a series of draft documents while creating an audit trail that records all changes and edits made to each version.
The Importance of Document Version Control
3:00 min
Automate the execution and control of document and drawing versions while reducing the amount of rework performed to recreate a drawing, memo, specification, etc. Stay in control of essential workflows while ensuring correct versions of files are being used.
The Importance of Document Version Control
3:00 min
Automate the execution and control of document and drawing versions while reducing the amount of rework performed to recreate a drawing, memo, specification, etc. Stay in control of essential workflows while ensuring correct versions of files are being used.
The history of document version control
Before the digital era, document version control was manual, with individuals maintaining separate physical drafts or manually renaming files to track revisions, leading to errors and confusion. In the 1960s and 70s, early word processing software like WordStar and WordPerfect introduced digital editing, but version control for documents was still cumbersome, relying on manual file naming. The 1980s saw the emergence of systems like RCS and CVS, which allowed better tracking of document changes, though these were primarily for software. By the 1990s, tools like Google Docs and Microsoft Word’s "Track Changes" made version control for documents easier, and in the 2000s, cloud platforms like Google Docs and SharePoint revolutionized real-time collaboration and version tracking. Today, AI, RPA technologies and robust engineering workflow and document management (EDMS) solutions, like ImageSite and EngineBox, are further automating and improving version control, making it integral to document management across multiple industries and a multitude of functions.
4 types of document version control
Local document version control software
Local document version control systems manage file changes on a user’s device, allowing for manual or automatic versioning. This method is prone to errors like renaming or overwriting files. Multiple files with different names and versions make it difficult to identify the most current version and even find all the versions of a file.
Distributed Version Control System (DVCS)
Distributed version control systems allow users to have a complete copy of the project repository on their local machine, facilitating offline work and independent branch management. Changes are shared via synching software sitting on the local machine. While some tools provide faster operations and a quasi-backup functionality, they can be more complex, require more storage due to full project histories, and be less secure as file copies reside outside of the hardened infrastructure associated with data centers.
Centralized document version control software
Centralized document version control systems use a single system to manage all versioned files, enabling users to view and update file versions from various locations. Systems are either run on corporate servers, on Cloud servers or provided by managed hosting Cloud providers. These systems have higher degrees of security and often ensure complete backups should the system fail or the infrastructure be compromised.
Meta-file centralized document version control software
Meta-file centralized document version control software is similar to typical centralized version control software, as it manages and versions files within a single system. However, these systems limit users' ability to download original files, instead providing meta-files, such as rendered images of the documents. This approach minimizes the amount of original content that can be accessed outside the system, which helps reduce security breaches. Additionally, it often allows for faster visualization of documents. For example, while a 500-page PDF may take up to 30 seconds to fully download, the first few pages of a rendered PDF can be available for viewing in just a few seconds. This method, utilized in tools like ImageSite or EngineBox, leverages modern browsers compatible with all devices while benefiting from the increased security that browsers offer.
4 types of document version control
Local document version control software
Local document version control systems manage file changes on a user’s device, allowing for manual or automatic versioning. This method is prone to errors like renaming or overwriting files. Multiple files with different names and versions make it difficult to identify the most current version and even find all the versions of a file.
Distributed Version Control System (DVCS)
Distributed version control systems allow users to have a complete copy of the project repository on their local machine, facilitating offline work and independent branch management. Changes are shared via synching software sitting on the local machine. While some tools provide faster operations and a quasi-backup functionality, they can be more complex, require more storage due to full project histories, and be less secure as file copies reside outside of the hardened infrastructure associated with data centers.
Centralized document version control software
Centralized document version control systems use a single system to manage all versioned files, enabling users to view and update file versions from various locations. Systems are either run on corporate servers, on Cloud servers or provided by managed hosting Cloud providers. These systems have higher degrees of security and often ensure complete backups should the system fail or the infrastructure be compromised.
Meta-file centralized document version control software
Meta-file centralized document version control software is similar to typical centralized version control software, as it manages and versions files within a single system. However, these systems limit users' ability to download original files, instead providing meta-files, such as rendered images of the documents. This approach minimizes the amount of original content that can be accessed outside the system, which helps reduce security breaches. Additionally, it often allows for faster visualization of documents.
For example, while a 500-page PDF may take up to 30 seconds to fully download, the first few pages of a rendered PDF can be available for viewing in just a few seconds. This method, utilized in tools like ImageSite or EngineBox, leverages modern browsers compatible with all devices while benefiting from the increased security that browsers offer.
Is the Investment in a Document Version Control System Worth It?
A document version control system is most helpful in a digital collaborative environment, where many different contributors may be working on the development of a document; therefore the ability to track and manage changes and capture key decisions throughout the document reviewing process is important. Document version control software (a.k.a. revision control software) automatically recognizes new versions of a document as it’s entered into the system. This type of content management system assigns the next available version number, based on the organization’s document versioning scheme and document versioning protocols, while automatically archiving the previous version. With a document version control system there’s no need to rename files or append version designators.
Benefits for SMBs and Business Enterprises
Small to medium-sized businesses (SMBs) may not always see the value in using a document version control system, however, these systems provide many benefits for growing organizations. Growth-oriented businesses profit from implementing a version control system early, as expansion inevitably leads to an increase in complexity, and erroneous actions, making it difficult to locate back revisions or historical files when needed. Fortunately, organizations can mitigate many of these challenges using a solution like a robust document version control system.
Read: Why It's Time For a Formal Document Management System?
A business enterprise can immediately see benefits from a document version control system, as it enables their remote workforce to collaborate over drawings and documents across multiple locations knowing they are using the most current and approved documents. Since a document version control system automatically associates version numbers to each document as changes are made, organizations can effortlessly control new document versions throughout the company and still be able to visit back revisions when needed.
Is the Investment in a Document Version Control System Worth It?
A document version control system is most helpful in a digital collaborative environment, where many different contributors may be working on the development of a document; therefore the ability to track and manage changes and capture key decisions throughout the document reviewing process is important. Document version control software (a.k.a. revision control software) automatically recognizes new versions of a document as it’s entered into the system. This type of content management system assigns the next available version number, based on the organization’s document versioning scheme and document versioning protocols, while automatically archiving the previous version. With a document version control system there’s no need to rename files or append version designators.
Benefits for SMBs and Business Enterprises
Small to medium-sized businesses (SMBs) may not always see the value in using a document version control system, however, these systems provide many benefits for growing organizations. Growth-oriented businesses profit from implementing a version control system early, as expansion inevitably leads to an increase in complexity, and erroneous actions, making it difficult to locate back revisions or historical files when needed. Fortunately, organizations can mitigate many of these challenges using a solution like a robust document version control system.
Read: Why It's Time For a Formal Document Management System?
A business enterprise can immediately see benefits from a document version control system, as it enables their remote workforce to collaborate over drawings and documents across multiple locations knowing they are using the most current and approved documents. Since a document version control system automatically associates version numbers to each document as changes are made, organizations can effortlessly control new document versions throughout the company and still be able to visit back revisions when needed.
Information workers and IT professionals spend an average of 4.5 hours a week searching for documents.
Source: IDC Information Worker Survey
Why do I need a document version control system?
Tracking all changes to a document or a CAD drawing may be necessary for some files but may not be needed for others. So how do you decide which files need to be controlled and which do not? There isn’t an easy answer, but those files where there are substantive changes or changes that trigger an action, assignment, notification, or resource requirement should be version controlled.
Since it’s often subjective as to what is “substantive,” it often becomes easier to just keep every change. When existing backup requirements are considered, this can mean collecting and keeping a tremendous amount of data (especially if including emails), not to speak of the effort required to find the right version. A rule of thumb is to not version control a file, or file type, if it will take you less than a minute to find a back revision or if it is highly unlikely that anyone would ever need a previous version of the document or drawing.
Document version control vs. document management. Why do you need both?
Document version control is the administration and management of documents (both digital and paper), including security, version control, approval, and storage. Document management, on the other hand, is the process of storing, managing, and distributing documents. It simply includes all of the ways that teams collaborate with their files. To maintain a competitive edge in today’s market, organizations need a robust engineering document management solution with both features.
Version control for documents can be highly configurable, as document versioning schemes can be changed depending on an organization’s preferred system. Version schemes can be numerical, alphabetical, or alphanumerical, and remain consistent throughout the system, or can vary by project. Versions can also be established on more than just a common file name or number to establish both major and minor versions of documents.
While document version control was initially used in software development, it can now be seen in engineering, construction, and new product development. Today, any engineering-based organization can benefit from using a version control system, as it allows team members to stay organized and in control of their essential workflows while ensuring correct versions of files are being used. Engineering workflow and document management systems incorporate document version control as a way to help organizations manage every aspect of their company workflows from conceptual design to production.
Why do I need a document version control system?
Tracking all changes to a document or a CAD drawing may be necessary for some files but may not be needed for others. So how do you decide which files need to be controlled and which do not? There isn’t an easy answer, but those files where there are substantive changes or changes that trigger an action, assignment, notification, or resource requirement should be version controlled.
Since it’s often subjective as to what is “substantive,” it often becomes easier to just keep every change. When existing backup requirements are considered, this can mean collecting and keeping a tremendous amount of data (especially if including emails), not to speak of the effort required to find the right version. A rule of thumb is to not version control a file, or file type, if it will take you less than a minute to find a back revision or if it is highly unlikely that anyone would ever need a previous version of the document or drawing.
Document version control vs. document management. Why do you need both?
Document version control is the administration and management of documents (both digital and paper), including security, version control, approval, and storage. Document management, on the other hand, is the process of storing, managing, and distributing documents. It simply includes all of the ways that teams collaborate with their files. To maintain a competitive edge in today’s market, organizations need a robust engineering document management solution with both features.
Version control for documents can be highly configurable, as document versioning schemes can be changed depending on an organization’s preferred system. Version schemes can be numerical, alphabetical, or alphanumerical, and remain consistent throughout the system, or can vary by project. Versions can also be established on more than just a common file name or number to establish both major and minor versions of documents.
While document version control was initially used in software development, it can now be seen in engineering, construction, and new product development. Today, any engineering-based organization can benefit from using a version control system, as it allows team members to stay organized and in control of their essential workflows while ensuring correct versions of files are being used. Engineering workflow and document management systems incorporate document version control as a way to help organizations manage every aspect of their company workflows from conceptual design to production.
10 Benefits of Implementing an EDMS with Document Version Control
As engineering projects are becoming more complex, the need for an engineering document management system with document version control capability is becoming more important to implement. ImageSite and EngineBox allow engineers, project managers, technicians, administrative staff, and document controllers to use the check-out and check-in functionality to work on projects with assurance that existing versions cannot be edited concurrently with their changes, though users can still view and download files being revised by others, if authorized to do so. While other version control tools only use file names for versioning, our EDMS solution lets you define the parameters that make sense for creating a new major version of a file.
An EDMS with document version control has measurable benefits that can help your business:
- Manage your document review and approval process by creating, maintaining and managing multiple versions of a document, CAD drawing or record
2. Associate markups and comments to each version, or carryforward items to the current version
3. Ensure accuracy and eliminate errors by making sure only the most current versions of files are being used to manage file versions as changes are made to a document/drawing, increasing efficiency and productivity and reducing rework
4. Use document criteria other than file name to establish if a file should be versioned
5. Assign appropriate retention policies around document / drawing versions
6. Maintain historical metadata so you can access a snapshot in time, as well as the complete document history. Many industries have regulatory requirements, such as HIPAA, that mandate how long changes need to be saved
7. Establish any version indicator character and any document versioning scheme
8. Ensure an audit trail for each document is maintained throughout its lifecycle so that audit trails can be used for workflow analysis and during periods of contention or even litigation
9. Access back file revisions, by permissioned users, eliminating the risk of losing valuable information that may be needed in older document versions
10. Meet security standards and to secure ISO 9001, NIST and ITAR compliance including audit trails of document actions made over time.
How does version control for documents work?
Whether you have paper files in a folder, an email thread you keep responding to, or a Windows folder with various copies of a file, you are inherently accomplishing version control. The problem with these forms of version control is it’s often difficult to find the back versions (hereafter referred to as back revisions or back revs) or ensure the applicable version is the most current version. Many times, the additional work to identify the appropriate back revision is so daunting that individuals give up or don't even try. Think about trying to find the applicable email you sent over several months ago and what it takes to find it, especially if you don’t remember the exact date.
So, automating the execution and control of document versioning of documents and drawings can save significant frustration, and often reduce the amount of rework performed to recreate a drawing, memo, specification, etc. Fortunately, there are systems available with version control functionality and change tracking. Typically, any system other than a rudimentary document management system will provide some degree of version control and document management capabilities.
Basic file version control allows users or system administrators to establish if they want an electronic file to be “versioned.” Upon saving the file, a copy is made and either given an updated name or is provided with an additional designation signifying the version number or level (often a parenthetical number). Finding previous versions means either looking in the files, parent folder, or using a search capability utilizing an internal index.
More sophisticated systems provide additional document versioning features and functionality, including, but not limited to:
- Major and minor reversioning schemas
- Naming conventions based on formatting rules and version settings
- Back revision management, access control, and retention
- Markups, redlines and comments associated with each version
- Different document versioning protocols, by file type
- Visualization of version comparisons.
Using naming conventions
Another obstacle in the manual document versioning of files is establishing a naming convention to be used by everyone that is well understood and easy to enforce. Many organizations have relatively strict policies on when and how to name files upon being saved. Even in these instances, some won’t adequately follow policy, don’t fully understand the naming convention, get confused when multiple versions exist, or when back revs need to be updated while newer versions exist.
Even simple naming hierarchies such as adding a 1,2,3 can get confusing and become A, B, C or 1, 2, 3 (the addition of a space before the number), or 1,.2,.3, etc. Systems that require the word FINAL or COMPLETE or CURRENT also fail due to human error.
Engineering document management software with advanced document versioning capabilities tends to offer good solutions for the naming of file and file versions, from automatically adding suffixes, only making the most current or latest version visible, and/or creating file display names different from the actual native file name. Use of major and minor suffixes such as A.1, or 2-a, which are automatically generated, provide clear distinguishing names as the file is modified over time.
Managing back versions
Establishing back revs of documents and drawings is only helpful if the individual searching for a particular version can easily find it. All too often, even when appropriate back revs have been kept, individuals give up trying to find the right copy and either redo changes based on memory or reach out to others who may have a copy (such as through saved emails).
And simply finding the right back rev may not be enough as questions of what was changed, who made the changes, and when the changes were made come to the forefront. A good engineering document management system will track and be able to report on all these various elements of back revs.
In addition, it’s critically important that when back revs are found and either displayed or printed that the visual image indicates the document or drawing is a back rev with appropriate disclaimers. Worse than not having access to back revs is having copies not sufficiently marked as an old revisions which can cause substantial confusion and errors.
Handling markups/redlines
Documents and drawings may have handwritten or system annotations during their lifecycle. It’s valuable to be able to retrieve these markups and redlines (i.e., annotations) and associate them with the applicable version of a document or drawing. Most word processing and publishing systems provide a means to insert annotations to a file but don’t carry the changes forward, or if they do, can’t turn them on and off which can create havoc when viewing the document or drawing.
Being able to view and print these annotations is a useful feature (for some organizations it is even critical). But making sure the applicable annotations get associated with the right version is mandatory. Think of the potential confusion caused by a “Remove This” entry linked to an incorrect version.
CAD file version control
In conjunction with document version control, ImageSite and EngineBox include a check-out/check-in feature that locks the file in the system to ensure a single source of truth across the organization. Checking out documents prevents accidental overwrites, eliminating duplicated efforts and rework and ensures the current version is the one provided to users looking for the file.
Organizations can use eQuorum’s system CAD Connectors to open and edit a CAD file within its native application while maintaining document version integrity. When a file is checked in, and if a new revision is created, the system ensures all file reference relationships are maintained, eliminating the need for users to manually re-establish these relationships while also ensuring all reference files are in the system and appropriately versioned.
How does version control for documents work?
Whether you have paper files in a folder, an email thread you keep responding to, or a Windows folder with various copies of a file, you are inherently accomplishing version control. The problem with these forms of version control is it’s often difficult to find the back versions (hereafter referred to as back revisions or back revs) or ensure the applicable version is the most current version. Many times, the additional work to identify the appropriate back revision is so daunting that individuals give up or don't even try. Think about trying to find the applicable email you sent over several months ago and what it takes to find it, especially if you don’t remember the exact date.
So, automating the execution and control of document versioning of documents and drawings can save significant frustration, and often reduce the amount of rework performed to recreate a drawing, memo, specification, etc. Fortunately, there are systems available with version control functionality and change tracking. Typically, any system other than a rudimentary document management system will provide some degree of version control and document management capabilities.
Basic file version control allows users or system administrators to establish if they want an electronic file to be “versioned.” Upon saving the file, a copy is made and either given an updated name or is provided with an additional designation signifying the version number or level (often a parenthetical number). Finding previous versions means either looking in the files, parent folder, or using a search capability utilizing an internal index.
More sophisticated systems provide additional document versioning features and functionality, including, but not limited to:
- Major and minor reversioning schemas
- Naming conventions based on formatting rules and version settings
- Back revision management, access control, and retention
- Markups, redlines and comments associated with each version
- Different document versioning protocols, by file type
- Visualization of version comparisons.
Using naming conventions
Another obstacle in the manual document versioning of files is establishing a naming convention to be used by everyone that is well understood and easy to enforce. Many organizations have relatively strict policies on when and how to name files upon being saved. Even in these instances, some won’t adequately follow policy, don’t fully understand the naming convention, get confused when multiple versions exist, or when back revs need to be updated while newer versions exist.
Even simple naming hierarchies such as adding a 1,2,3 can get confusing and become A, B, C or 1, 2, 3 (the addition of a space before the number), or 1,.2,.3, etc. Systems that require the word FINAL or COMPLETE or CURRENT also fail due to human error.
Engineering document management software with advanced document versioning capabilities tends to offer good solutions for the naming of file and file versions, from automatically adding suffixes, only making the most current or latest version visible, and/or creating file display names different from the actual native file name. Use of major and minor suffixes such as A.1, or 2-a, which are automatically generated, provide clear distinguishing names as the file is modified over time.
Managing back versions
Establishing back revs of documents and drawings is only helpful if the individual searching for a particular version can easily find it. All too often, even when appropriate back revs have been kept, individuals give up trying to find the right copy and either redo changes based on memory or reach out to others who may have a copy (such as through saved emails).
And simply finding the right back rev may not be enough as questions of what was changed, who made the changes, and when the changes were made come to the forefront. A good engineering document management system will track and be able to report on all these various elements of back revs.
In addition, it’s critically important that when back revs are found and either displayed or printed that the visual image indicates the document or drawing is a back rev with appropriate disclaimers. Worse than not having access to back revs is having copies not sufficiently marked as an old revisions which can cause substantial confusion and errors.
Handling markups/redlines
Documents and drawings may have handwritten or system annotations during their lifecycle. It’s valuable to be able to retrieve these markups and redlines (i.e., annotations) and associate them with the applicable version of a document or drawing. Most word processing and publishing systems provide a means to insert annotations to a file but don’t carry the changes forward, or if they do, can’t turn them on and off which can create havoc when viewing the document or drawing.
Being able to view and print these annotations is a useful feature (for some organizations it is even critical). But making sure the applicable annotations get associated with the right version is mandatory. Think of the potential confusion caused by a “Remove This” entry linked to an incorrect version.
CAD file version control
In conjunction with document version control, ImageSite and EngineBox include a check-out/check-in feature that locks the file in the system to ensure a single source of truth across the organization. Checking out documents prevents accidental overwrites, eliminating duplicated efforts and rework and ensures the current version is the one provided to users looking for the file.
Organizations can use eQuorum’s system CAD Connectors to open and edit a CAD file within its native application while maintaining document version integrity. When a file is checked in, and if a new revision is created, the system ensures all file reference relationships are maintained, eliminating the need for users to manually re-establish these relationships while also ensuring all reference files are in the system and appropriately versioned.
9 Best Practices for Document Version Control
After implementing ImageSite or EngineBox, our EDMS with document version control capabilities, it’s important to establish best practices with your team to ensure the maximum value and best experience. Here are 9 things to consider after implementing a document version control solution:
1. Use consistent naming conventions: This makes it easy to identify the most recent version of a document
2. Implement access controls: Limit editing access to only those who need it to avoid unauthorized changes; this is especially important for sensitive or regulated documents
3. Create a version control plan: Have a clear plan in place for managing document versions
4. Make clear commits: Include clear messages with each commit or approval
5. Regularly review key documents and work together on it
6. Keep in sync: Keep comments and notes up to date with any version changes
7. Use integration to automatically update documents and their metadata
8. Regularly back up all documents and test your recovery processes
9. Ensure all users fully understanding the protocol for establishing major versus minor versions or if document versioning should be done at all.
Additional EDMS Features
The eQuorum Customer Promise
In 2005, eQuorum developed the first all browser-based EDMS. The system, although for on-premise use, was still created to remove client software and JAVA from user computers and allow users to have a single viewer based on the simple navigation functionality of browsers. Today, eQuorum provides that same application in a private Cloud or a SaaS Cloud option. We can do this because we are, and have always been, browser-based, understanding the enhanced speed, security, and usability of this technology.
With the abundance of document management systems on the market today, there’s no doubt that choosing the right Cloud document management software can be a difficult decision. eQuorum is here to provide a comprehensive, powerful, and most importantly – affordable Cloud document management solution. We believe in providing real value to our customers by eliminating unnecessary costs, providing industry-leading functionality, and equipping your team with the right tools using cutting edge technology to bring your products to market faster.
eQuorum®
We specialize in engineering workflow and document management. Our comprehensive, yet easy-to-use software provides the solution to manage data from design to manufacturing and production, to sales, support and administration.