Running a project is by no means easy, especially when multiple teams or individuals are working in collaboration. This is especially true for larger organizations, where everyone needs to be sure that they are working on the same updated version of a file or document. Using a file management tool with automated version control can help simplify tracking changes to a certain file, thereby making your work easier.
What Is File Version Management?
File version management is, simply speaking, the method of tracking edits and changes made to a certain file. Online project management systems often include this tool, which makes it easy to manage and track the multiple variations the file went through ever since its creation. Maintaining a clear record of the ongoing changes helps easily identify the final version from the earlier drafts.
Also known as version control, this process is considered essential for businesses as it enables teams to remotely collaborate on a project without losing track of the changes or additions made in the related documents. Several file management tools also make it easy to track changes made to the same file by different users, thus boosting efficiency. Moreover, in case there is some issue with the latest version, one can always restore a previous version from the saved records.
Why Is File Version Management And Tracking Important?
There are several reasons why file version management and tracking are essential parts of any remote team management software. Some of them are mentioned below.
File version management and tracking are essential when working in a collaborative environment. With version control, you can rest assured that every team member across departments can access the latest version of the document. Moreover, multiple people can work simultaneously on the same document, thus boosting work efficiency.
With version control, it is easy to locate the latest version of the file or document to be worked on. As a result, you save a considerable amount of time that would have otherwise been spent on searching for the final version. Moreover, without version control, there is a higher chance that a team may start working on an older version of the file – thereby spending hours on fruitless work.
When different departments collaborate on a project, document version management and tracking can help keep every team member on the same page. Otherwise, different teams may end up working on different versions of the same file, leading to much confusion. With every version of the file being marked separately, it becomes easier for teams to proceed with the project.
Protects Against Data Loss
Along with improving business efficiency, using a file management and tracking tool can also help keep your data safe. As each document version is automatically saved, you don’t need to worry about losing your data due to sudden system failure, unauthorized edits, or unintended mistakes. You can always retrieve and restore the original data from the file version history.
How To Manage And Track File Versions?
If you want to make team collaboration across departments smoother, it’s best to use an advanced file management tool that comes with a file version control option. This will automatically save the document as a separate version every time it is edited. However, if you aren’t sure how to manage and track file versions effectively when working with remote teams, the tips mentioned below might help.
Use A Version Naming System
You can use several methods of applying version control to your documents, but the simplest is adding a number to distinguish different versions. For example, the first draft of the file can be saved by adding a ‘1’ after the file name. And in case the draft is edited, each revision can be numbered as ‘1.1’, ‘1.2’, and so on. This will make it easier to keep track of changes made.
Maintain A Version Control Table
To further simplify the process of tracking all changes made to a file, you can try creating a version control table. This is a simple document that stores all the details of changes made to the file, along with the name of the person making the changes, the version number, and the date. The version control table is updated every time the file is edited, making it easier to track all the changes made.
To summarize, managing and tracking file versions is of utmost importance for all businesses and organizations engaged in collaborative work. With version control, you don’t need to save a file separately every time you edit it and individually share it with your team members. It makes it easy to keep track of the changes made by different individuals by comparing the latest version with the earlier one. Therefore, using a reliable project management tool with version control can improve efficiency and complete your projects faster.