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Version Control
For whom is this guidance intended?
1.

This guidance is intended for all Microsoft users who create and edit documents with
multiple versions, but it also sets out general principles that other members of staff
may find useful.
What is version control?

2.

Version control is the management of multiple revisions to the same document.

3.

Version control is important for documents that undergo a lot of revision and
redrafting and is particularly important for electronic documents because they can
easily be changed by a number of different users, and those changes may not be
immediately apparent. Knowing which version of a document you are looking at is
important if you are trying to find out which version of a policy is currently in force, or
which version of a policy was in use at a particular time. Version control is also
important if you are working on a collaborative document with a number of
contributors and/or frequent revisions, for example a consultation response.
Version control options

4.

There are a number of techniques you can use to version control your documents,
these are described below in order of complexity starting with the simplest first. Use
the most appropriate option for your document. Most documents will only need the
simpler techniques, such as the use of naming conventions (see paragraphs 8-10),
but some formal documents will need a version control table (see paragraphs 14-17).
Version numbers

5.

Use a unique version number to distinguish one version from another. Use this
procedure for all documents where more than one version exists, or is likely to exist
in the future.

6.

There are two version numbering systems and you should use the one that is used
by your business unit. One version numbering system uses consecutive whole
numbers, such as version 1 for the first draft, version 2 for the next draft and so on.
The other version numbering system uses version numbers with points to reflect
major and minor changes, such as version 1.1 (first version), version 2.1 (second
version with a major change), version 2.2 (third version with a minor change).

7.

Put the version number on the document itself. The placement of the version
number will depend on your local style sheets but common places for version
numbers are the document cover, or in either the header or footer text of each page.
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Naming conventions
8.

Include the version number at the end of the documents file name, as described in
rule 12 of the file naming conventions for electronic records,
http://www.recordsmanagement.ed.ac.uk/InfoStaff/RMstaff/RMprojects/PP/FileName
Rules/FileNameRules.htm. For example OrgHier2002V04.xls.

9.

The words Draft or Final can be added to the end of the file name to indicate the
status of the version.

10.

Use this procedure for all documents where more than one version exists, or is likely
to exist in the future.
Read-only tag

11.

To reduce the likelihood of one version being overwritten with another use the readonly tag. Applying a read-only tag will prompt users to save the document with a
new file name if they make any changes to the original document.

12.

Use this procedure for finalised documents where loss of the original would be a
problem. For example if the 2004-5 assessment regulations were overwritten when
the 2005-6 version was being drafted this would mean that the University would no
longer have a file copy of the 2004-5 regulations and it would be difficult to answer
complaints and appeals relating to that version of the regulations.

13.

To add a read-only tag to your document:

14.

Use a version control table to keep track of what changes were made to a document,
when and by whom.

15.

Use this procedure when you need to keep track of document changes for legal or
regulatory reasons, or to show when particular changes were introduced. For
example use a version control table to show when changes to the University
strategic plan were introduced and who suggested the changes.

16.

Table 1 shows an example of a version control table. The table should be updated
each time a change is made to the document, with the answers to the following
questions:
What is the new version number?

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What was the purpose of the change, or what was the change?
Who made the change?
When was the change made?

Table 1: Example of a version control table

Version
Purpose / Changes
number
1
Initial draft shown to line manager
2
Consultation draft shown to working
group
3
Final draft approved by committee
4
Correction of spelling error in
paragraph 12
5
Amendment of paragraph 15 to reflect
a procedure change
6
Change of business unit name from
Personnel to Human Resources
17.

Author

Date

James Smith
James Smith

01/02/2005
08/02/2005

James Smith
Mary Jones

01/03/2005
10/05/2005

James Smith

15/09/2005

Kate Brown

06/01/2006

The table can either be included at the start of the document, for example for very
formal documents, or it can be created as a separate document and filed in the same
folder as the document concerned, for example for guidance or procedure
documents.
Final versions

18.

When you are ready to circulate your document, perhaps by putting it on the Internet
or by sending it to an external recipient, remove any hidden data from it first. This
will prevent recipients from being able to see any track change history, comments or
other hidden information in your document. See the procedures for removing
tracked changes from Microsoft office documents
(http://www.recordsmanagement.ed.ac.uk/InfoStaff/RMstaff/RemovingTrackedChang
es.htm) for further information and guidance.
A versioning dont

19.

Do not use the Microsoft Word Versioning tool. This substantially increases the size
of your document which is wasteful of server space and makes the document
unwieldy to work with.
What help is available?

20.

The University Records Management Section provides advice, guidance and training
on records management, data protection and freedom of information issues.
Contact us at [email protected].
Anne Thompson
February 2006

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