It is important to track various versions of documents when there have been significant and substantial changes in the context, format, or edit of a document. Usually version numbers are used to denote various versions of documents. A small “v” should be used with a sequential number following. Example: Document Naming Guidelines_v1. When creating multiple versions, make sure to use the same document name and title for all versions. A significant date can be added to the document name before the version number and/or if relevant to the new version.
It can also be helpful if there are multiple reviewers to add the initials or team name after the version number of the person who conducted those revisions. For a person’s name, use the first name initial and last name.
When multiple versions of a particular document have been finalized the word “FINAL” in capital letters is recommended to be used at the end of the document name. This is helpful to quickly identify the final version of all the prior versions. If there is another version after the “final” has been released, then the previous final should be renamed to the next version number and the new final version should be renamed “FINAL.”
To learn more how to organize computer documents, download the free report How to Organize Your Computer Documents.
According to a study by the CAP Venture Group, it is estimated that 80% of information is still retained on paper even though more than 80% of the documents we work with are already in a computer somewhere. According to Xerox, approximately 30% of printed documents are for one-time use only and further studies found that about 45% of documents printed in a typical office are thrown away within 24 hours. Another Gartner study called “Electronic Document Management” revealed that the average document was copied between nine and eleven times.
One of the keys in gaining efficiencies in data management and increasing productivity is to reduce the paper workers manage. A key component to creating a paperless office is to create user trust in finding and accessing data electronically. Employees are inundated with data in multiple formats and finding it more and more difficult to manage the amount of data and be effective and efficient at their job. Without a consolidated system to manage data along with sound file structure and data management guidelines users will tend to keep a ‘backup’ copy of data and records in paper. Although paper does have its uses for work purposes such as reading, reviewing at meetings or processing data, it is not the optimal format to archive, store and file records and documents. When moving towards a paperless office it becomes even more vital that file structures, whether on a Shared Drive network or in a cloud-based system, is well-organized. It is also important that there is a clear and designated location to store data when there are multiple document and record systems available to users. Finally, data management practices need to be clearly defined such as document naming conventions, versioning, and data conventions.
To learn how to organize electronic files on the shared drive, download the report How to Organize Electronic Documents on Shared Drive Networks. Or you are welcome to contact us and we can assist you.