Why document version control is more than a document tracking tool
Why document version control is more than a document tracking tool
What is document version control?
‘Document versioning’ or ‘document version control’ is the process of tracking & recording changes made to a digital document or file. Document versioning lets businesses create & maintain a centralized database of all their documents & document versions, that help comply with data storage & safety protocols, improve collaboration, ensure accurate transfer of information, and accelerate the audit process.
Why document version control is more than a document tracking tool
When was the last time you wrote a business letter or created a legal contract that was instantly approved by your supervisor? Hell, not even the article you are reading was approved in the first go. Changes are the norm in the business world, and tracking these changes can be stressful and time consuming. That’s why you need document version control. Document version control doesn’t just track document versions, it saves time on document changes & lets you rectify mistakes without breaking a sweat.
Let’s take an example. Let’s say you & your team design project plans for a construction firm. The designs usually goes through 3-4 rounds of changes before being approved. How can document version control help improve this process?
- The moment you make changes to the document, version control automatically creates a new version of the document.
- You can pre-define the number of versions you want to create for every document.
- You can track every version, as well as when & by whom each version was created.
- You can add version notes to each version to request changes or modifications to the plan, or to summarize the differences between the different versions.
- You can go back to any of the older versions, so you don’t have to start from scratch.
- This entire process creates a systematic trail of each version for audits & compliance, which can also be accessed on a later date.
This is how document version control streamlines the entire process:
Versioning documents with GLOBODOX:
Our document management system GLOBODOX provides a simple and effective way of versioning your documents. Simply switch on version control for any of your documents, and GLOBODOX will take care of the rest.
GLOBODOX will automatically create new versions when you make changes, track each version systematically, let you engage in a dialogue with your team via version notes & let you go back to older versions whenever required. Other than that, GLOBODOX will also automatically extract metadata from each new version, let you search for any version using a word or phrase in the document’s text, let you automate the document approval process and let you control which user in your company can access which versions of your documents.
Document version control is already a pretty useful tool, but when you combine it with the document management capabilities of GLOBODOX, it becomes a must-have package for every business.
GLOBODOX provides both on-premise & cloud based document management solutions, and a user-friendly interface that minimizes training time & maximizes ROI. GLOBODOX provides all essential document management features like metadata based search, built-in scanning & printing, versioning, indexing, workflow automation, two-factor authentication, sharing control, encryption, etc. GLOBODOX has been the go-to document management system for all types of businesses, like construction, hospitality, education, healthcare, government, retail, legal, accounting, and many more.
Start your 30-day free trial of GLOBODOX today!
- Category: Publication
- May 28, 2022
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