In today’s fast-paced business environment, disorganized document versions can cause chaos—and is something many businesses are facing. How many times have you found yourself lost in a maze of file versions, scrolling through your files storage, trying to locate the latest iteration of a crucial document? Or how often have you desperately wished you could access an old document version that has since been overridden to meet compliance standards?
If these setbacks resonate with you, it’s time to delve into the world of document version control—a complete game-changer for the tech-savvy enterprise businesses.
The Ins and Outs of Document Version Control
Document versioning is about more than just preventing the use of outdated versions—though it does that extremely well. Its core strength lies in its power to provide a comprehensive audit log to track all changes made to the documents, while giving you the ability to easily revert to previous file versions when necessary and ensuring that any overwritten work can be restored.
The Importance of Document Versioning
With economic uncertainty plaguing the world, businesses depend on tech solutions that allow them to do more with less more than ever before. Document version control is no exception to this standard. Automated document versioning is an underrated functionality that plays a pivotal role across an organization.
Meet Complex Compliance Regulations
Compliance regulations often demand a meticulous record of file changes and approvals. With version control, you not only track what changes have been made, but gain insights into who made them and when—a crucial aspect of regulatory compliance.
It can give you full visibility into whether documents have been altered or not, so you can prove that your team has handled the document properly.
Track Changes to Documents
Audit trails provide you with full transparency into how every file version is being changed. File version systems provide audit trails with a comprehensive look into has made a change and saved the new file version, and can even detail the individual changes that have been made.
Provide a Backup
Version control protects you from the risk of errors as you have the option to override any changes hastily made that need to be reversed. It provides you with a backup to revert to an earlier version of a file, so you don’t get held up scrambling trying to locate an older file version that contains key information.
Best Practices to Navigate the Versioning Maze
Certain vendor contracts, internal business information, and customer agreements all may undergo dozens of iterations until they’re usable. These documents each drive several processes, making the mastery of document version control paramount. Adopting these best practices for file versioning empower you to be more effective and efficient in all aspects of your document work.
Automate Version Control
If you’re handling dozens of file versions manually, you’re doing it wrong. Manual document work can be a significant burden and slow down all business processes. From manually organizing file versions to unintentionally overriding a version that you needed to keep, manual work creates inefficiencies and mistakes that often lead to compliance risks.
Automation can take control of the tedium involved in document versioning, and turn it into an opportunity for more accurate and efficient work. Doing so ensures that work gets completed securely in the background while you focus on goals that directly contribute to your organization’s growth.
A document management system (DMS) like Revver can automate all of the best practices for document version control, while providing you with the additional tools you need to produce the most up-to-date and accurate files.
Centralize File Versioning
Another key best practice is to use a system that can handle and centralize all aspects of file versioning. Traditional means of file version management may look like saving each version under a different name (v1, v2, etc.). This type of file versioning can be disorganized, chaotic, and lead to misfiled documents.
The first step towards effective file version management is to use a centralized system that tracks all file versions under one file, so you can view all changes in one location.
Manage Access and Editing
Document version control can be made easier through improved access management. An advanced document versioning system gives you the ability to control who has access to every version of a document.
When compliance regulations require you to keep every document version, but only certain users should be able to see those older versions, you can easily facilitate access to previous file versions with the right system.
Revver: Your Document Version Control Ally
Enter Revver—a DMS designed with the needs of enterprise-sized businesses in mind. Revver is not just a solution; it’s a game-changer, offering features that elevate your version control game to new heights.
Streamlined Organization: All files that undergo revisions are updated and stored in a centralized location, with easy access to revert to previous file versions as needed.
Collaboration Tools: With O365 co-editing, users have the ability to edit documents, and leave comments in one secure, centralized location. Changes are logged automatically and everything is tracked for increased transparency.
Automated Logging of Documents: Any changes to files are automatically logged. Backups on every version will be stored to better keep you safe, secure, and compliant.
Role-Based Permissions: Control how each user accesses previous versions. Customize users’ ability to view, edit and delete certain file versions documents based on their role.
Audit Trails: Track every action performed on each document and have full visibility into how documents are being used.
Version Comparison View: Dual-screen document viewer lets you compare document versions, giving you a comprehensive view of changes between documents.
In the realm of document versioning, precision is power. Revver empowers your team to master document version control. With features like audit trails, dual screen document viewer, and more, Revver ensures that you’re not just managing documents, you’re empowering your team to own efficiency like never before.
Why Stop With Version Control?
Version control is a powerful function that helps keep your document processes on track. The beauty of Revver is that its power doesn’t just end there. Its functionality extends far beyond version control and can assist teams through the entire document lifecycle. From organization, to findability, automation, collaboration, and security and compliance, you’ll have access to an extensive suite of tools designed to streamline all aspects of time-consuming document work, so you can get back to work that requires key decision making.
For those navigating the complexities of enterprise document management, embracing document version control is not just a choice—it’s a necessity. Use document management to seamlessly adopt best practices, and discover the transformative capabilities of Revver. Unleash the power of precise version control and experience the transformative power of document management.
