Version Control and Document Management
As a document moves between hands, it typically goes through multiple revisions before it can be finalized. Versions are usually identified by a number or letter that increases as a new revision is made. For example, the first version of a document is deemed “version 1” and the second “version 2” and so on. This code helps document users identify which version of the document is most current, preventing use of old files, duplicated efforts, and providing an audit trail of changes.
Version control has been further enhanced by modern computing. Though version control systems can be stand-alone applications, mostly today they are embedded in various software applications. A document control system is a prime example of version control-embedded software, since it is typically used by organizations as a place to store and transfer project files.
Version control can be used for a variety of business and engineering applications, and is particularly useful for companies managing CAD files and other engineering documents. Features such as version control automation and check-outs/check-ins are valuable for ensuring the efficiency and accuracy of the project files.
Today, we are all familiar with the “Save As” feature shown in the Microsoft Office Suite. If you guessed this is a form of version control, your right, since it allows file users to create a new version of a document without making changes to the original version. This feature does, however, have its limitations, since it doesn’t limit multiple users from accessing the same document at any given time.
Benefits of Version Control Systems
Version control systems are highly effective for project collaboration, as it allows users to easily share files and stay up-to-date with the latest version. It can also be used as a backup when mistakes are made to the newest version of a document, giving users the opportunity to rework a document without having to start from scratch.
For example, two engineers are editing a document simultaneously. This can often happen when users are telecommuting (working from home) or working in large teams with limited means of communication. Version control software can restrict changes from being applied to the same document as they are made via the system’s configuration, reducing confusion and the disaster of have two of the same files with differing data.
Version Control in a Document Management System
A document management system, sometimes known as a repository, is a database used for the efficient storing of files. In most cases, document management systems require client software and can only be accessed within a network. These systems may have limited functionality and accessibility.
ImageSite, on the other hand, can be accessed via any web browser on any device, including mobile devices like smartphones or tablets. Unlike basic version control systems, it’s an all-encompassing workflow and document management system used to automate business and engineering processes. With ImageSite, version numbering schemes can be changed based on your company’s preferences for managing both major and minor versions of a document.
Not only is the software packed with features, but it also allows companies to maintain the highest level of security available for Cloud document management systems. Engine-Box provides users with all the features of ImageSite while helping companies improve efficiency and compliance while working in varied locations.
For a limited time, eQuorum is offering a free 60-day trial of Engine-Box. Fill out the contact form at https://www.equorum.com/contact-us/ to schedule a trial or demo.