Version Control

All projects produce paperwork either as a hard copy or electronically. To keep track of documentation, strict version control must be established at the beginning of the project’s life.

 

Since the 1 January 2005, Sheffield City Council has been subject to the Freedom of Information Act. The maintenance of project documentation in a logical format will assist in the provision of responses under the Act.

  

A suggested method is as follows:

 

First Draft 0.01

Use a zero then an underscore to inform the reader that this version has not yet been signed off (e.g. “Project Mandate 0.01.doc”).

 

Latest Approved Version 1.00

Use a whole number to inform the reader that this is a signed-off version. The highest whole number is the latest signed-off version (e.g. “Project Mandate 1.00.doc”).

 

Working Copy 1.06

Use a whole number and an underscore to inform the reader that version 1 is the latest signed-off version and that there have been 6 subsequent drafts. If version 1.06 were to be signed off, it would become version 2.0.

 

The document history would then read as follows:

 

0.01, 1.00, 1.01, 1.02, 1.03, 1.04, 1.05, 1.06, 2.00

 

This process for version numbering and continuity is considered best practice.

 

A role of Project Librarian should be considered. This person audits the filing of project documentation and acts as the point of contact for any queries about what the latest version of a file is. Many projects underestimate the effort required to properly administer a project.

The next section introduces a vital control for staying on track, Change Control.