It is important to ensure that different copies or versions of files, files held in different formats or locations, and information that is cross-referenced between files are all subject to version control.
Version control strategy
It can be difficult to locate a correct version or to know how versions differ after some time has elapsed. A version control strategy depends on whether files are used by single or multiple users, in one or multiple locations, and whether versions across users or locations need to be synchronised.
A suitable version control strategy depends on whether files are used by single or multiple users, are in one or multiple locations and whether or not versions across users or locations need to be synchronized or not, so that if information in one location is altered, the related information in other locations is also updated.
Best practice is to:
Version control can be done through:
Version numbering in file names can be through discrete or continuous numbering depending on minor or major revisions.
Example:
File name |
Changes to file |
Interviewschedule_1.0 |
Original document |
Interviewschedule_1.1 |
Minor revisions made |
Interviewschedule_1.2 |
Further minor revisions |
Interviewschedule_2.0 |
Substantive changes |
Example version control table:
Title: | Vision screening tests in Essex nurseries | ||
File Name: | VisionScreenResults_00_05 | ||
Description: | Results data of 120 Vision Screen Tests carried out in 5 nurseries in Essex during June 2007 | ||
Created By: | Chris Wilkinson | ||
Maintained By: | Sally Watsley | ||
Created: | 04/07/2007 | ||
Last Modified: | 25/11/2007 | ||
Based on: | VisionScreenDatabaseDesign_02_00 | ||
Version | Responsible | Notes | Last amended |
00_05 | Sally Watsley | Version 00_03 and 00_04 compared and merged by SW | 25/11/2007 |
00_04 | Vani Yussu | Entries checked by VY, independent from SK | 17/10/2007 |
00_03 | Steve Knight | Entries checked by SK | 29/07/2007 |
00_02 | Karin Mills | Test results 81-120 entered | 05/07/2007 |
00_01 | Karin Mills | Test results 1-80 entered | 04/07/2007 |
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