The Importance of Document Version Control

Document version control software is used extensively in the Information technology industry. It is used to track and store documents as well as doing the version control for the same. Why is version control important? There might be several versions of the same document being used by multiple users. And if there is no centralized storage of the document there would be utter confusion about the correct version of the document to be used. So, there is a need for having software that keeps track of the different versions and ensures that the latest version is available with the users.

How does document version control software work? First, it stores the document in the database and lets users check out the version with a lock on the same so that other users cannot make changes to it. Thus, it ensures that the user who is editing the document will alone have the correct version and once he is through, he can then check the document back into the database. So, concurrent updates are prevented and this ensures consistency of versions as well as the record of all the updates to the document made by the different users.

Apart from the consistency benefits, version control is also useful in preventing unauthorized access to the document. Only users who have the appropriate rights can edit the document and make changes to the same. It also ensures that the previous versions are available in case the latest version is lost due to a technical error. Thus any version can be retrieved. Any software company has standard document version control software that is either purchased from off the shelf products or is customized to the needs of the organization. In this way, the organization can specify its needs and get the same fulfilled by using the software.