Version Control
What is Version Control?
Version control is the practice of managing changes to a file or other information object while preserving a record of its earlier states. When information is updated, the new version can be distinguished from what came before it rather than only replacing the previous content.
This is particularly important for engineering information that changes as work progresses. A drawing used during early design may differ significantly from the version available later in the project.
Version control preserves this progression so the development of the information can be traced over time.
Version Control vs. Revision Control
Version and revision are sometimes used interchangeably, but they can have different meanings depending on the organization’s information management practices.
- A version commonly represents an iteration of information as it is being developed. Several versions may exist while a document is still undergoing changes.
- A revision may represent a formally issued state that has passed through an established review or approval process. Not every working version necessarily becomes a formal revision.
The exact distinction depends on the system and governing procedures, so organizations typically define how both terms are used within their document control environment.
How Changes Are Managed
The way a new version is created depends on the system used to manage the information. Some applications generate a version automatically when a controlled file is updated. Other environments use defined workflows that determine when an update becomes a new version.
Version identifiers may follow a numbering convention or be assigned by the system. These controls provide a consistent method for distinguishing one stage of a developing record from another.
What a Version History Shows
A version history provides details about the activity associated with each recorded version. This gives users context about individual changes without requiring them to reconstruct that history from separate files or records.
Depending on the system, the history may show:
- When a version was created.
- Who made the update.
- Comments describing the change.
- The sequence in which versions were created.
These details can be useful when investigating a specific change or determining how a document reached a particular state.
Working With the Correct Version
Problems arise when controlled information leaves its primary system and begins circulating as separate copies. A drawing saved to a local drive, for example, may remain in use even after a newer version has been issued.
Checking a copy against the controlled source allows users to confirm that it is still appropriate for the work being performed. This reduces the risk of outdated information influencing engineering work or activities in the field.