Version control in document management is the process of tracking, managing, and controlling changes made to documents over time. It ensures that users always work on the correct version, prevents overwriting errors, and maintains a complete history of edits for accountability and compliance.
What Is Version Control in Document Management?
Version control is a core function of modern document management systems that records every modification made to a document. It allows organisations to track revisions, compare versions, and restore previous versions when needed.
What Is Version Control?
Version control refers to the systematic handling of document changes by assigning version numbers or identifiers each time a document is edited, reviewed, or approved. This process ensures transparency, traceability, and data integrity across the document lifecycle.
Why Version Control Is Important
- Prevents users from working on outdated or incorrect documents
- Maintains a clear history of changes and approvals
- Supports compliance and audit requirements
- Reduces errors caused by duplicate or conflicting versions
Common Version Control Examples
- Automatic version numbering for each document update
- Side-by-side comparison of document revisions
- Change logs showing who edited what and when
- Rollback to previous approved versions
Where Version Control Is Required
- Quality management systems and SOP documentation
- Pharmaceutical and life sciences industries
- Healthcare and regulated manufacturing
- Enterprise document and records management
Manual vs Automated Version Control
- Manual version control: File naming conventions, spreadsheets, and email-based tracking that are prone to errors
- Automated version control: System-enforced tracking with secure logs and controlled access
How Version Control Supports Compliance
Version control ensures document integrity by maintaining an unbroken record of changes and approvals. This is critical for compliance with regulations such as ISO standards, FDA 21 CFR Part 11, and GxP requirements.
Next Steps for Organisations
- Evaluate whether current document systems provide reliable version control.
- Identify risks caused by uncontrolled document revisions.
- Consider implementing an automated document management system.
Learn how modern document management platforms enable robust version control by exploring document management software features, book a demo, or contact our team.
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Frequently Asked Questions
What is version control used for?
Version control is used to track document changes, manage revisions, and ensure users work with the correct and approved version of a document.
Is version control required for compliance?
Yes. Many standards and regulations require controlled document versions to demonstrate data integrity and audit readiness.
What happens if version control is not implemented?
Without version control, organisations risk document errors, compliance failures, and operational confusion caused by duplicate or outdated files.
Can version control be automated?
Yes. Modern document management systems automate version tracking, approvals, and change history to reduce errors and compliance risks.
