Definition (Generic)

Version control, also known as versioning, is a system that records changes to a file or set of files over time so that specific versions can be recalled later. It allows multiple users to work on the same file or project while tracking edits, maintaining a history of changes and avoiding accidental data loss or overwriting.

Definition (DMS)

In a Document Management System (DMS), version control refers to the capability to manage and track different iterations of a document as it is modified. Every time a document is edited and saved, a new version is created, allowing users to view, compare, or restore earlier versions while maintaining an audit trail for compliance and collaboration.

Key Features

• Automatic Versioning The system automatically creates a new version of a document when changes are made, preserving the previous versions for reference or rollback.
• Version History Log Maintains a chronological record of all edits, including details like the user who made the change, time stamp and a brief summary or comment.
• Rollback or Restore Options Users can revert to a previous version in case of errors, unauthorized edits, or preference for earlier content.
• Compare Versions Provides tools to compare two or more versions side by side to identify changes or differences.
• Access Controls per Version Permissions can be set to restrict access to draft or older versions to ensure only final or approved documents are visible to most users.
• Collaboration and Conflict Resolution Supports simultaneous editing and includes mechanisms to resolve conflicting changes from multiple contributors.

Benefits

• Improved Collaboration Enables teams to work together on documents without fear of overwriting each other's work.
• Change Transparency Offers full visibility into who changed what and when, ensuring accountability and clarity.
• Data Recovery and Safety Helps recover previous versions in case of accidental deletion or incorrect modifications.
• Audit Readiness Maintains a complete record of all document changes, supporting compliance with internal and external regulations.
• Streamlined Review Cycles Makes it easier to track feedback and changes across different versions during approval workflows.
• Document Integrity Ensures that the most up-to-date and approved version is available, avoiding confusion from duplicate or outdated files.

Conclusion

Version control is an essential feature of a modern Document Management System. It safeguards the document editing process by preserving historical data, enhancing collaboration and supporting regulatory compliance. By implementing effective versioning, organizations can ensure document accuracy, accountability and operational continuity.