![]() ![]() Every form or document will have different information captured inside of it, and it will also need a unique document number. Larger construction contractors and companies can produce thousands of individual document or forms:Īnd no document or form is created 'equal'. The other dimension of version control which is really important to project-based companies is making sure each document or form is unique. The right system creates natural version control boundaries and controls which take care of things in the background. You can probably already see the value that document management systems can provide here, as they do all of this automatically. You can click on Jess Wong's change (see the example image below) to see exactly what she changed, and to revert back to that version where required. Using a document management system like Dashpivot, everyone of these document changes and 'versions' can be traced back to see exactly what change was made. ![]() Understanding who made the changes brings accountability to the equation, and understanding exactly when the document change was made enables companies and teams to understand why a change was made. Getting more detail out of a more comprehensive audit trail can result in much lower risk. ![]() This type of version control can be basic, like v1, v2, v3 based on a document being manually approved, or it can be entirely dynamic and granular (like the document version control example you see below), which features every chance and 'event' which has occurred to that original document - which is known as an audit trail. This can look a little different depending on the use case, but it is essentially tracking changes to the document which are saved (autosaved or manually saved) to create a new 'version'. The first dimension is version control at the document 'version' or alteration level. And your policies or system needs to factor in tracking documents on a couple of different dimensions. No matter how you create and manage your version control processes, the purpose of them is to create a systematic and reliable way of tracking documents properly. The next couple of paragraphs will look at a document version control example - which factors in the most important elements of document version control. One is the traditional method, which is by implementing and enforcing document version control guidelines, policies and procedures the other is by using and relying on a dedicated version control or document management system (which we will cover a bit later). In order to mitigate the chances of these poor document control eventualities, there are a few ways in which companies can build and maintain tight document version control. Increased project, commercial and financial risk on every project.Losing productive time by wasting time searching for the right version and changes etc.Needing to do extra admin to reconcile numbers and move documents around.Losing disputes because of inadmissible or insufficient records.There are also the obvious 'costs' and risks of poor document management which include: If multiple versions of a safety permit are floating around on hard drives, USB's or folders, then different people may complete different safety permits - leading to major compliance and audit issues - as well as data standardisation and reconciliation problems. Imagine the problems and safety and commercial issues which arise when they don't.Ĭompanies also need to ensure that people filling in documents in the field or on site are using the latest document templates. It's absolutely critical that a project manager, architect or asset owner is looking at the right version of a document. ![]()
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