Table of Contents

• Introduction
• Version Numbering Scheme
  • Standard Scheme
  • Numbering Rules
  • When to Use Each Level
• Draft vs Approved Versions
• Version History Table
• Managing Concurrent Edits
  • Check-Out / Check-In
  • Real-Time Co-Authoring
  • Section Ownership
• Version Control for Different Document Types
• Version Control Process
  • Step-by-Step
• Relationship to Configuration Management
• Common Pitfalls
• Tools and Automation
• Related Resources

Introduction

Version management ensures that project teams always work from the correct version of a document, that changes are tracked and traceable, and that previous versions can be recovered if needed. Without version control, teams risk making decisions based on outdated information, duplicating effort, and losing valuable work.

This guide covers the practical standards for versioning project documents and deliverables, from simple numbering schemes through to managing concurrent edits in multi-team environments. It complements the broader guidance on Document Management and Configuration Management.

Version Numbering Scheme

Standard Scheme

The most widely used scheme for project documents follows a Major.Minor format:

Numbering Rules

When to Use Each Level

Increment the minor version (e.g. v1.1 → v1.2) when:

• Correcting typographical or formatting errors
• Updating data or figures within existing sections
• Adding minor clarifications that do not change the intent

Increment the major version (e.g. v1.x → v2.0) when:

• The document scope or purpose changes significantly
• A formal re-approval or re-baseline is required
• Structural changes are made (new sections, removed sections)
• Regulatory or contractual changes require a new issue

Draft vs Approved Versions

The distinction between draft and approved versions is fundamental.

Key rules:

• Draft documents should be clearly watermarked as “DRAFT”
• Only approved versions should be distributed to external stakeholders
• Superseded versions must be clearly marked and, where possible, removed from active folders

Version History Table

Every controlled document should include a version history table, typically on the first or second page.

What to record:

• Version number
• Date of change
• Name of the person who made the change
• Brief, meaningful description of what changed and why

Avoid: vague entries like “various updates” or “minor changes” — these provide no audit value.

Managing Concurrent Edits

When multiple people need to edit the same document, conflicts and lost work can occur. Adopt one of the following strategies.

Check-Out / Check-In

Traditional approach where only one person can edit the document at a time.

Real-Time Co-Authoring

Modern collaboration tools (SharePoint, Google Docs, Confluence) allow simultaneous editing.

Section Ownership

Assign specific sections to specific authors. Each author is responsible for their section and coordinates with others for cross-cutting changes.

Best practice: Regardless of which approach you use, always define a single document owner who is accountable for the overall integrity and coherence of the document.

Version Control for Different Document Types

Different types of project deliverables require different version control approaches.

Version Control Process

Step-by-Step

1. Identify the need — A change is required due to new information, a defect, or a change request
2. Check out or create a working copy — Prevent others from editing simultaneously (where applicable)
3. Make the changes — Edit the document content as required
4. Update the version history — Record what changed, when, and by whom
5. Increment the version number — Apply the correct major or minor increment
6. Review and approve — Obtain the required sign-off before publishing
7. Publish — Replace the previous version in the authoritative location
8. Archive — Move the superseded version to an archive folder

Relationship to Configuration Management

Version management is a subset of the broader discipline of configuration management (CM). While version management focuses on tracking changes to individual documents, CM provides a framework for managing all project deliverables (configuration items) and their relationships.

For detailed guidance on configuration management, see the Configuration Management page.

Common Pitfalls

Tools and Automation

Where possible, use tools that automate version control:

• SharePoint / OneDrive — Built-in version history with check-out/check-in and co-authoring
• Confluence — Automatic page versioning with comparison view
• Git-based systems — Full change tracking with branching and merging
• Document management systems — Workflow-driven versioning with audit trails

Manual version control (filename-based) should only be used when no automated alternative is available.

Related Resources

• Document Management — Broader document management framework including naming, access, and retention
• Configuration Management — System-level control of all project deliverables
• Planning and Estimating — Managing estimation artefact versions through the planning cycle