[PDF] Good Practice Guidance - Version Control





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Good Practice Guidance - Version Control

Version control is the process by which different drafts and versions of a document or 18/10/2006 ... Microsoft Word also offers a versioning tool.



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How do I use versioning in word?

To use versioning in Word, you need to store your documents in either OneDrive or in a SharePoint Library. When documents are stored online, you can turn on AutoSave to automatically save as your work. You can also share documents by inviting someone to the library, or providing a link rather than sending a discrete copy of the document.

How to view previous versions of Microsoft Word?

The first step is to view previous versions of Word documents. The fastest way to do this is by clicking the file name in the top bar in Microsoft Word. Here, you’ll need to select “VVersion History.” Alternatively, you can click the “File” button from the top menu bar. Now, select “Info.” Click the “Version History” button.

Is the Microsoft Word 2010 manual available in English?

Yes, the manual of the Microsoft Word 2010 is available in English . Is your question not listed? Ask your question here

How do I know if a Word document has been updated?

Now, select “Info.” Click the “VVersion History” button. This will open up the Version History pane on the right. The most recent version of your document will be listed at the top. Word also helpfully sorts your changes by date, which makes it a lot easier to track older versions of large documents.

Good Practice Guidance - Version Control

Good Practice Guidance

Version Control

What is version control?

Version control is the process by which different drafts and versions of a document or record are managed. It is a tool which tracks a series of draft documents, culminating in a final version. It provides an audit trail for the revision and update of these finalised versions.

Why do we need version control?

When drafting a new policy, new procedures, or a new publication (or updating an existing one) version control clearly identifies the development of the document. For example, it allows you to retain and identify the first draft that was submitted to a group for comment, the draft which was generated as a result of these comments, the versions that went back and forth for further comment, and the final version which was endorsed by the Senior Management Group, signed off by Head of Department, or made available to the public. This tool is also useful when working on a document with others; with version control, changes made by different individuals at different times can be clearly identified. Having such versions identified and easily accessible allows the development of the document to be easily understood. It allows a return to previous versions to determine when decisions on content were made. This is essential particularly when dealing with University policies and procedures and with communications with the public (guidance notes, application forms, etc). We can be sure of which procedure, application form or guidance note is in force at a particular time. Copies of older versions can be destroyed, which will save space and help avoid confusion.

How do I use version control?

Version control should be used where more than one version of a document exists, or where this is likely to be the case in the future. Version control can be achieved by adding a number at the end of a file title. Each finalised version is complete. This would be titled version 1.0. If version 1.0 is to be revised, drafts would be numbered as 1.1, 1.2, etc. until version 2.0 is complete. In addition to adding the version number to the end of the file title, it should also be displayed within the document. The version number should appear on any document title page, and also in the header or footer of each page. To ensure against the accidental loss of final versions of records, a read-only tag can also be applied. Should any changes to this document be made, the user will be prompted to save the file with a new title.

To add a read-only tag:

In Windows Explorer or My Computer, right click on the document and select

Version control table

In some cases it may also be appropriate to use a version control table. This provides further details of what changes were made to a document, when, and by whom. A version control table is only required with formal University procedures, policies, strategies and project documentation. It can be added at the beginning or end of the document itself, or created as a separate document, and stored in the paper or electronic folder. The version control table (see example below) must be updated each time a change is made to the document. It details:

The new version number;

The purpose of the change or the change itself;

The person making the change;

The date of the change.

Version Number Purpose/Change Author Date

0.1 Initial draft to line

manager

James Smith,

Personnel Officer

01/08/2006

0.2 Consultation draft to

working group

James Smith,

Personnel Officer

25/08/2006

0.3 Second consultation

draft to working group

James Smith,

Personnel Officer

19/09/2006

1.0 Final version

approved by CMT

James Smith,

Personnel Officer

18/10/2006

1.1 Revision of paragraph

12 to clarify procedure

Elaine Brown,

Personnel Officer

15/12/2006

1.2 Update of contact

details

Mark Campbell,

Personnel Assistant

01/03/2007

Microsoft Versioning Tool

Microsoft Word also offers a versioning tool. However, it is not advisable to use this function as it substantially increases the size of your document, which in turn wastes valuable server space.

Further advice

For further advice on version control or records and information management issues please contact the:

Records & Information Management Service

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