How to identify the current version?

Thankfully this is a problem which can be easily solved with the application of some simple rules regarding file versioning. In most cases the information on version codes outlined below should be read and implemented alongside the guidance in Creating Information: A Good File Name with the version code appearing as a suffix to the main file name.

As with the advice on file naming the key to success is the standardisation of approach across all users.

Using version codes

Version codes should be adopted that differentiate between those files that are 'work in progress' (draft) and those that are in the public domain (issue - this covers both internal and external issues). The method proposed may sound elaborate but does work and is very useful in identifying the most current version without relying on the modified date of the file (although this is useful as a sort key this may not always give a true reflection). The convention is:

[filename] {work status}{sequence}.[file extension]
Where work status is draft (d) or issue (i) and sequence shows the current iteration.

Examples – see guidance notes below that explain iterations:
Library renovation PID d1a.doc
Library renovation PID d1b.doc
Library renovation PID i1.doc
Library renovation PID d2a.doc
Library renovation PID i2.doc

The way the system works is twofold - firstly it identifies whether a particular version has been publicly released or accepted (the 'i' issue indicator in the work status) and secondly which version in the folder is the most current.

Taking the example above:
The initial creation of the Library renovation Project Initiation Document is titled 'Library renovation PID d1a.doc' and this first draft saved to the Projects/Library renovation/Drafts folder.

Some further amendments are done, either by another member of staff, or perhaps by the same person initiating the document but later on that day. This enhanced version is saved as Library renovation PID d1b.doc in the same Projects/Library renovation/Drafts folder.

It is decided that the d1b.doc draft is sufficiently complete to be circulated (issued) to project partners for comment. A copy of the file is therefore saved as Library renovation PID i1.doc in the Projects/Library renovation/Issue folder.

The document is then circulated externally for comment. The first issue circulation is easily identified within the Projects/Library renovation/Issue folder as it has the i1 work status and sequence references.

Comments are received back from the project partners and changes are required to the original issue. A copy of the i1 'baseline' is made back into the Projects/Library renovation/Drafts folder and named Library renovation PID d2a.doc. This indicates that the document is in redraft format following the initial issue. If further changes were made by others or over time prior to reissue, the sequence would increment to give version d2b, d2c and so on, stored in the Drafts folder.

When the document is ready for reissue a copy is made back into the Issue folder, named Library renovation PID i2.doc (to show second public issue, and so on).

Electronic files relating to time specific and recurring events

Items such as meeting minutes, agendas and one-off external events where dates are a key component for locating files should use the following file naming convention.

[yyyy mm dd] [filename].[file extension]

Examples:
2006 12 18 Staff Meeting Minutes.doc
2006 12 11 Staff Meeting Minutes.doc
2005 07 25 Hertfordshire JISC-HEA Learning Spaces Programme.doc
2005 05 07 Glasgow JISC-HEA Learning Spaces Programme.doc

NB. This allows sorting of filenames in date order (without relying on the Modified Date which may not tally with the event or meeting date). Note in the latter two examples the location is also felt to be a useful identifier and so has been incorporated into the filename.

Typically files in this naming convention category would not require versioning suffixes (d1a, i1 etc) as they are 'one off records'.

How to identify the final version and reduce the number of duplicate copies being kept

Version coding as part of the file name is the simplest yet most important step you can take to clearly identify the final version of a record. There are additional steps that you can take both to reinforce this identification and also to reduce the number of copies that are circulating at any one time.

Point and reference rather than attach

Rather than send attachments via email to those working on a document, it is better to refer people to the single version stored on a shared network area. This can be done by simply cutting and pasting the file path into the text of the email: "you can find it in J://projects/library renovation/startup/drafts" or by using the Insert>Hyperlink option within Microsoft Outlook and selecting the Type=File option. This provides a live link to the document in the same way as a URL to a webpage.

Of course only one person will be able to edit the document at any one time with others only able to access a ‘read only’ version. This may be useful in terms of co-ordinating revisions as a serial process or may be a hindrance if you wish to receive separate views of the original version.

Document control sheets

For more formal documentation that you know is going to be subject to several iterations of review and release, it may make sense to include a document control sheet as part of the overall document design. This can be used to record details of the revision process including who made the changes, when and why.

Example document control sheet

Watermarks

Microsoft Word allows you to add text as a 'watermark' onto a document. This is text that is displayed as part of the background to the document and is therefore obvious when reading its content. Consistent use of approved watermark terms to denote the status of the document such as 'Draft' and 'Final' etc can help immediately confirm the status of a document once opened.

Watermarks can be added within Microsoft Word by selecting: Format>Background>Printed Watermarks>Text Watermarks