Document Version Control

Document Version Control

What is Version Control Software?

Document version control software automatically recognizes new versions of a document as it’s entered into the system. The software assigns the next available version number, based on the organization’s versioning scheme, while automatically archiving edits. With ImageSite, there is no need to rename files or append version designators and while other version control tools only use file names for versioning, ImageSite lets you define the parameters that make sense for creating a major new version of a file.

Version control is a feature of ImageSite and Engine-Box, eQuorum’s robust engineering document management solutions. Version Control is highly-configurable, as versioning schemes can be changed depending on an organization’s preferred system. Version schemes can be numerical, alphabetical, or alphanumerical, and will remain consistent throughout the system, and can even be different by project.

Engineering Applications

As engineering projects are becoming more complex, the need for Version Control grows. ImageSite and Engine-Box allow drafters and developers to check-out and check-in work on projects with assurance that existing versions cannot be edited concurrently with their changes, though users can view and download files that are being revised by others. Versions can be established on more than just a common file name or number to establish both major and minor versions of documents.

Additionally, document Version Control improves collaboration by permitting users to share and edit versions from any location, on any desktop or mobile device, making it simple for engineers to communicate between design and development centers.

Version Control Features and Benefits

Version Control ensures accuracy, eliminating errors from using wrong drawing versions, and makes it easier to manage file versions as changes are made to a document, increasing efficiency and productivity. All back revisions can be stored and retrieved at any time, if the user has permission, eliminating the risk of losing valuable information that may be needed in older document versions.

Without version control, files can get overwritten, users have to manually amend a version number, identifying who made changes is often impossible, and there can be substantial rework from users utilizing incorrect versions of drawings and documents. Version Control software is also a must for regulatory compliance, helping to secure ISO 9001 and NIST compliance, and by establishing audit trails of document actions as they are made over time.

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Manage your document review process by creating, maintaining and managing multiple versions of a document

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Ensure only the most current versions of files are being used

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Use document criteria other than file name to establish if a file should be versioned

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Implant appropriate retention policies around document/ drawing versions

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Maintain historical metadata so you can access a snapshot in time, as well as the complete document history

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Establish any version extension character and any versioning scheme

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Easy access to back file revisions by permissioned users

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Ensure an audit trail for each document is maintained throughout its life cycle

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