Why Is Version Control Important in Document Management

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(Newswire.net — January 16, 2018) — The data management systems involve the use of a document management software that digitalizes the documents of an organization. The industry standards like ISO9001 require the presence of a specific feature in the data management systems that can control and report on all the revisions being carried out in the documents and its various versions.

What’s version of a document?

The variations in the metadata of the digital contents or documents are known as the versions of digital contents. It basically means the different forms of a document before and after the document is edited, updated or changed. The documents are changed continuously in day to day business operations. Thus there’s a threat of losing the data due to a mistake during the changes in the document that may render the document useless.

What is version control?

The feature version control facilitates the user by keeping a copy of the document before and after it is changed. Thus, it gives a user the flexibility to choose a version of the document to work with rather than overwriting the document every time a change is made. This also allows a user to restore a previous version of a document and discard the later versions thereby preventing the loss of data due to a mistake.

How it works?

In the presence of this feature, the document management software manages a number of versions of a document as it gets modified. On every modification of the document, a new version is created and tracked. The version is visible in the versions history and the latest version of the document is presented every time the document is accessed with an option to access previous versions from the version history.

The feature allows the user to see who made the changes and when was it made. The administrator can also limit the access of different users in terms of editing the versions of a document, for example, an employee with authorization can edit and use every version of the document, but for certain employees only the latest version is available for editing, thereby enhancing the security of the data.

The features and benefits

The documents versions control has the following features

– The availability of version history
– The number of versions that needs to be maintained can be modified
– The provision of double versioning for files and documents
– Easy access to the different maintained versions of a document
– The numbering of different revisions as minor or major is automatically done
– The option to restrict access to previous versions
– The provision to allow revision of permission based rules.

The benefits of document and version control are as follows

– There’s no need for different naming conventions for keeping track of different versions of documents like using dates or numbers in file names
– The changes to the document, the source of changes and the time of changes is visible thus allowing complete control of the document.
– The need of manual versioning of files in the data management system is eliminated.
– The security of data is enhanced

The document and version controlling functionality of document management software like LogicalDOC tracks the document from version to version since the document is created or as directed by administrator. It also records all the activities related to all the document versions.

The functionality also facilitates the use of workflows allowing different groups or individuals to work on a document without the risk of losing the data or manually tracking the changes. This functionality can be the difference between working once or working multiple times and wasting time and resources.