If you don’t apply any sort of version control when naming documents then it can be difficult to identify which is the most current version of a document. Version control is a means of managing multiple variations of a document. It enables you to tell one version of a document from another, to track updates and to refer to earlier versions. Use of version control is particularly recommended for electronic documents, which can easily be changed and revised. Each time the content of a document is revised, the author of the revision adds a unique reference to the document to distinguish the latest version from a previous version.
If you answer ‘yes’ to any of the following questions you should consider using version control:
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Are you creating or working with electronic documents?
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Do you have difficulty recognising which document is the most recent?
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Have you ever spent time working on the wrong document?
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Do you need to track changes to the documents you create?
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Are you working on a document on a collaborative basis with colleagues?
Version control of a document can be managed by using a basic numbering system.
Consecutive whole numbers can be used, such as:
- Version 1 for a first draft
- Version 2 for a revision, etc.
An alternative numbering system would use version numbers with points to reflect major and minor changes as follows:
Version 1.0 This would be the first version of a document
Version 1.1 This version would reflect a minor change to the original document, version 1.2, version 1.3 etc can be used to record further minor changes
Version 2.0 Version 2.0 indicates the second major version of a document
Version 2.1 When further minor changes are made to the second version of the document, these are reflected again in the version number.
The use of numbers with points to reflect minor changes may be particularly beneficial for larger documents which are developed on a collaborative basis. It may be necessary to keep track of document changes for legal or regulatory reasons, or to document when particular changes were introduced.
Records Management Guidance Note 3 Version Control v1.0 April 2012

Other systems of version control can be used. The important thing is that you have a standard within your team and every member of the team knows what it is and how to apply it.
Example of documents filed using version control
A version control table can help track the development of a document. For very formal documents this is often included at the start of a document. Author details and dates of changes are also often included in the table to provide further information as to the production and development of the document.
Example of a version control table
Version
No.
Description Author Approval Date
1.0
1.1
2.0
2.1
EIR Policy document
Addition of appendix to EIR Policy document
L Stewart F Greig
Addition to EIR Policy document L Stewart F Greig
Revision of EIR Policy document B Dunlop F Greig
L Stewart F Greig
20 October 2011
8 November 2011
8 February 2012
12 February 2012
The version number of a document should be clearly visible; it is usually positioned in the header or footer text of the page. Terms such as ‘draft’, ‘revised version’ or ‘final version’ can be added as additional means of identifying the correct version of a document. Placing information relating to the version within the document file name will ensure that the correct version is located without having to open multiple versions of the same document.
Further information
Records Management Guidance Note 3 Version Control v1.0 April 2012

This guidance provides a general overview of the benefits and methods of using version control. Further advice on records management can be sought by emailing: records management@strath.ac.uk
Records Management Guidance Note 3 Version Control v1.0 April 2012