The Importance of Versioning Documents in Ensuring the Success of an Organization
The Importance of Versioning Documents in Ensuring the Success of an Organization
We have all used the Track Changes feature in Microsoft Word as a means of keeping a record of the changes to a document. You may have even saved the updated document with a new name or added some designator to show an updated version. These are simple methods to version files. Many workflows are document-centric, so passing and document versioning are important steps in the process.
Between historical recording, requirements for management analysis, and general regulatory compliance, keeping many (and often all) versions of documents has become commonplace. In addition, paranoia on the part of IT departments, along with the decreasing cost of general storage, has continued the trend towards keeping many, if not all, versions of documents and drawings as they progress through the organization. With more stringent backup requirements, the amount of version data being collected and kept is tremendous.
Finding the Right Version
As the requirement for document versioning has escalated we have seen an ironic shift, the move to reducing the number of versions saved and kept. This has occurred for two reasons: 1) it has become more difficult to find the back revision (back rev) someone may need when they need one; and 2) we have become smarter as to what constitutes a true “new version,” in some cases getting help from some software. The second point has led to more and more organizations using document management solutions, many of them embedded with workflow management programs. These solutions not only make finding and using the correct version easier, but many also have functionality to support the distinction of “minor” changes from “major” changes.
When to Version
Every workflow has different objectives, constraints, regulations, and outputs. For some processes, ISO requirements mean keeping any substantive change, and, since it is often subjective as to what is substantive, it becomes easier to just keep every change. For most workflows it is important to identify when a change is “substantive” and to determine whether that change is a trigger for another action, assignment, notification, or resource requirement. Using minor and major versioning is often helpful, where it is clearer what a major new version is whereas everything else is either a minor version or not considered a version.
New Versioning Approaches
New heuristic algorithms are helping to identify appropriate levels of versioning based on the number of changes, types of changes (small words versus big words), who the user is, and the last time the document or drawing was updated. There is also an increase in what we call “co-versioning.” This is where multiple parties collaborate with the same document or drawing at the same time and co-create the next version (both reducing the number of versions and increasing the velocity of the workflow). We can do this now by permitting individuals, wherever the location and using whatever device, to access the same documents at the same time while communicating (either on a tablet, smartphone, landline, or video conference).
Just the Beginning
The use of document versioning is certainly not new and its impact on the efficiency and speed of workflows differs greatly. We definitely see scenarios where not versioning correctly, or in a timely manner, has a significant effect on the outcome and success of specific processes. The use of workflow systems with advanced versioning capabilities continues to improve productivity and accuracy. Newer technology will shorten process completion times while also reducing the number of iterations and versions required.
Additional EDMS Features
Our EDMS solutions
ImageSite and EngineBox are eQuorum’s robust workflow and document management solutions, created to help workers manage their essential workflows while maintaining complete control over their engineering files and documents. Not only do they provide a secure collaboration site for workers, but they also help organizations manage document distribution with third parties like vendors, contractors, and customers. Both systems are offered at a competitive price, enabling organizations to get a quick return on their investment by providing the features and functionality needed to help organizations improve efficiency, productivity, and collaboration. Companies can choose from concurrent user subscriptions or named user subscriptions, ensuring organizations have subscription options that make sense for their business.
ImageSite®
Our single source engineering workflow and document management system. Built in HTML5 so there is no software to deploy to client computers or mobile apps to download. Offered as an On-premise or Private Cloud system.
Our EDMS solutions
ImageSite and EngineBox are eQuorum’s robust workflow and document management solutions, created to help workers manage their essential workflows while maintaining complete control over their engineering files and documents. Not only do they provide a secure collaboration site for workers, but they also help organizations manage document distribution with third parties like vendors, contractors, and customers. Both systems are offered at a competitive price, enabling organizations to get a quick return on their investment by providing the features and functionality needed to help organizations improve efficiency, productivity, and collaboration. Companies can choose from concurrent user subscriptions or named user subscriptions, ensuring organizations have subscription options that make sense for their business.
EngineBox™
EngineBox is a cloud based workflow and document management version of ImageSite that resides outside the corporate network.
The eQuorum Customer Promise
In 2005, eQuorum developed the first all browser-based EDMS. The system, although for on-premise use, was still created to remove client software and JAVA from user computers and allow users to have a single viewer based on the simple navigation functionality of browsers. Today, eQuorum provides that same application in a private Cloud or a SaaS Cloud option. We can do this because we are, and have always been, browser-based, understanding the enhanced speed, security, and usability of this technology.
With the abundance of document management systems on the market today, there’s no doubt that choosing the right Cloud document management software can be a difficult decision. eQuorum is here to provide a comprehensive, powerful, and most importantly – affordable Cloud document management solution. We believe in providing real value to our customers by eliminating unnecessary costs, providing industry-leading functionality, and equipping your team with the right tools using cutting edge technology to bring your products to market faster.
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eQuorum®
We specialize in engineering workflow and document management. Our comprehensive, yet easy-to-use software provides the solution to manage data from design to manufacturing and production, to sales, support and administration.