How do you communicate and collaborate with others on document versioning?

1 Choose a version control system

A version control system (VCS) is a software tool that helps you to manage document versions. It allows you to create, edit, save, and compare versions, as well as to merge changes from different authors. There are different types of VCS, including centralized, distributed, or cloud-based. Depending on your needs and preferences, you can choose a VCS that suits your workflow and security requirements. Some examples of VCS are Microsoft SharePoint, Google Docs, Dropbox, and GitHub.

2 Follow a naming convention

A naming convention is a set of rules or guidelines for naming document versions. It helps you to identify and organize versions, as well as to avoid confusion and duplication. A naming convention should include information such as the document title, the author, the date, the version number, and the status. For example, you can name your document versions as Report_John_2021-01-15_v1_draft.docx, Report_John_2021-01-18_v2_review.docx, and Report_John_2021-01-20_v3_final.docx.

3 Communicate changes and feedback

Communication is essential for effective document versioning. You should communicate with your collaborators about the changes you make, the feedback you receive, and the actions you take. You can use different methods of communication, such as email, chat, comments, or annotations. You should also use clear and polite language, and acknowledge the contributions of others. For example, you can write an email to your collaborators with a summary of the changes you made, the feedback you received, and the next steps you plan to take.

4 Review and compare versions

Reviewing and comparing versions is a key part of document versioning. This allows you to check the quality, accuracy, and consistency of your document, as well as to identify and resolve any conflicts or discrepancies. For example, you can use track changes to show the edits you made, redlining to highlight the differences between versions, and "diff tools" to show the changes in code. Also, follow a review process, such as peer review, expert review, or approval workflow.

5 Archive and delete versions

Save space and protect sensitive information by archiving and deleting outdated, duplicated, or rejected versions. Create and follow a retention policy, such as how long to keep versions, where to store them, and who can access them. For example, you can archive your final versions in a secure folder or cloud service, and delete your draft versions after a certain period of time.

6 Use a document management system

A document management system (DMS) is a software tool that helps you to store, organize, and manage your documents and their versions. It allows you to create, edit, share, and search documents, as well as control access and permissions. A DMS can also integrate with your VCS and other tools, such as email, chat, or calendar, and can improve your document versioning process, as well as your productivity and collaboration. Some examples of DMS are Microsoft OneDrive, Google Drive, Box, and Zoho Docs.