What is Document Management Version Control?

Document management

Document Management Version Control Explained

Document Management Version Control Terminology

The terminology for the document management version control is fairly straightforward. There are a few terms that may be associated with the process that may require explanation:

Metadata Removal. This aspect of document management version control ensures the cleanup and removal of metadata, notes and hidden comments.

PDF Metadata Cleaning. This function removes metadata for PDF attachments.

Main Components of Document Management Version Control

Document management version control is a collaborative work process that keeps track of the revision of electronic documents, both large and small. To keep track of the documents, collaboration tools, document history tools and access control are combined. Each component helps clients know the status of a revised document in the workflow or pipeline. Consumers will have the option to work with others on a document, revert back to a previous revision or access the latest revision with an authenticated URL.

Primary Uses for Document Management Version Control

Document Management Version Control has three primary uses:

  1. Document Management (DMS). This aspect of document management version control organizes, tracks and stores files of any size and format.
  2. Collaboration Tool. This tool enables teams to collaborate on projects and documents. From drafts to edits these tools improve productivity.
  3. File Hosting Solution. This system publishes and delivers files to a team, clients or the public securely.

Benefits of Document Management Version Control for Companies and Personal Users

With Document Management Version Control, companies can support documents, spreadsheets, images and PDF files. As documents are revised, they can be stored in the web-based application. Companies may review the revision log for a full history of modifications made to any document. The history may be accessible via a RSS feed. As documents move through the organization, they can be tracked and organized.

An authenticated URL will be assigned to the latest version of each document to keep the client up to date. The URL may be shared with other people within your organization by giving them the password and login. Documents may be changed from public to private, and they may even be password protected. Document management version control may be run in the cloud or on an in-house server. Document management version control allows files to remain secure through an authentication system. The security systems are often on par with government and enterprise security.

Primarily, document management version control increases productivity by saving companies time and money. When revisions are found easily, clients can complete their work faster and more efficiently.

How to Implement a Document Management Version Control System

Most companies use document version control software to manage revisions of documents. This software can help companies remain in compliance with industry standards. Managing revisions costs company’s time and money, if there is not an effective system. According to one study, employees spend 20% of their day searching for document that they cannot find 50% of the time. Document management version control software is the solution to this problem.

Common Problems with Implementing Document Management Version Control

As with implementing any software, employees must use the software according to the instructions in order for the software to be effective. When the software organizes all of the revisions for the client, the client may easily find the latest revision and revert to any past revisions of the document. If the software is implemented in the cloud, clients report very few difficulties with the implementation.

How to Overcome the Problems

Any problems that occur will be handled by an IT professional. If the application is hosted in the cloud, the software as a service (SaaS) provider will address any problems that the company may have. If not, companies may need to consult with an IT professional for assistance. Any problems may be resolve in this manner.

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