Document Lifecycle with Version Control: From Creation to Archiving

Documentation is the lifeblood of any organization, but simply creating it isn’t enough. Effective management throughout the entire lifecycle—from creation to archiving—is essential.

Consider a team where developers avoid using a version control system (VCS). Each works independently, storing code in personal locations. If a developer leaves without documenting their files, the team may lose access to nearly all versions, leaving only a single copy.

Even with management encouraging VCS adoption, progress can stall. Checking changes in another developer’s project often requires manually retrieving and comparing archived code—a time-consuming and frustrating process.

A VCS solves these problems by simplifying collaboration, tracking changes, and preventing data loss. Understanding its benefits can help teams overcome resistance and improve workflow efficiency.

This article also explores version control as a key component of effective document lifecycle management, showing how it fits into the broader process and providing a roadmap for organizations to manage documents throughout their lifespan.

Benefits of Version Control Systems (VCS)

This scenario can happen to any game developer:

You’ve been working on a new UI area, saved your progress, and went to sleep. The next day, you realize you accidentally modified a base prefab, breaking every menu in the game. Ctrl+Z no longer works after a restart.

Instead of panicking, you turn to your VCS and restore the affected prefab files. Everything is back to normal. This is the power of version control.

In Git, a commit is a saved snapshot of your project at a specific point. The key rule for effective version control is: “Commit early, commit often.” Even if you need to roll back, tools like git reflog allow you to recover lost changes.

For non-users, trying version control is worth it. The learning curve may seem steep, but a few simple commands or clicks in their current software can prevent major data loss.

The Stages of a Document’s Lifecycle

A document’s lifecycle typically includes the following stages:

• Creation: Drafting the initial content, formatting, and defining the document’s purpose. This stage often involves multiple drafts and contributions from team members.
• Review: Subject matter experts and stakeholders examine the document for accuracy, completeness, and compliance with organizational standards. Feedback is collected for revisions.
• Revision: Changes are made based on feedback. Errors are corrected, content updated, and the document may undergo multiple review-revision cycles.
• Approval: Authorized personnel (e.g., managers, legal counsel) formally approve the document, confirming it is ready for use.
• Distribution/Use: The approved document is shared internally or externally for its intended purpose.
• Archiving: Outdated or inactive documents are stored securely for future reference or compliance. Archiving preserves the document while marking it as inactive.
• Destruction/Deletion (Optional): Some documents may be permanently deleted after a retention period, in accordance with legal, regulatory, or internal policies.

The Role of Version Control in Each Phase

Version control is the practice of tracking and managing changes to a document over time, allowing you to revert to previous versions, compare edits, and maintain a clear audit trail. It plays a key role throughout the document lifecycle:

• Creation: Tracks contributions from multiple individuals, enabling collaboration and preventing overwrites.
• Review: Captures edits and comments from reviewers, ensuring all feedback is recorded and accessible.
• Revision: Creates a new version for every change while preserving previous versions, allowing easy comparison, reversion, and tracking of the document’s evolution.
• Approval: Clearly identifies the final approved version, ensuring it is recognized as the official record.
• Distribution/Use: Guarantees that the correct, approved version is always shared, using identifiers or timestamps to prevent outdated information.
• Archiving: Stores the final version along with the complete version history, providing a reliable record for auditing and compliance.

Strategies for Ensuring the Correct Version is Always in Use

To prevent confusion and ensure users always work with the correct version, implement these strategies:

• Clear Naming Conventions: Use consistent names that include the document title, version number, date, and author.
• Centralized Repository: Store all documents in a single location, such as a document management system (DMS) or shared drive, to avoid multiple copies.
• Version Numbering: Apply a clear versioning system (e.g., 1.0, 1.1, 2.0) to differentiate versions.
• Access Control: Restrict document access based on roles to prevent unauthorized changes and ensure only authorized personnel approve documents.
• Workflows and Automation: Use DMS workflow automation to streamline review, revision, and approval, reducing errors and delays.
• Training: Educate employees on version control and proper procedures for creating, reviewing, revising, and approving documents.

Best Practices for Archiving and Deleting Outdated Documents

Proper archiving and deletion of outdated documents help maintain an organized repository. Best practices include:

• Retention Policy: Define how long different document types should be kept, ensuring compliance with legal and regulatory requirements.
• Archiving Process: Standardize archiving procedures with appropriate access controls.
• Regular Review: Periodically evaluate archived documents to determine if they are still needed.
• Secure Deletion: Safely delete outdated documents to prevent unauthorized access, using shredding for physical files or data-sanitization tools for electronic documents.

What Is Your Preferred Version Control System?

Choosing the right version control system is crucial for effective document lifecycle management. While core version control principles are consistent, system features can vary widely. The best choice depends on your organization’s size, needs, and technical expertise. Popular options include:

• ClickHelp: A cloud-based documentation platform designed for technical writing teams. It offers built-in version control, content reuse, single-sourcing, conditional content, and translation management. ClickHelp allows tracking changes to topics, snippets, and variables, with easy rollback to previous versions, making it ideal for managing large volumes of technical documentation.
• Git: A distributed version control system widely used for code and increasingly for documentation. Its branching and merging capabilities are excellent for collaboration but may have a steeper learning curve for non-technical users. Platforms like GitHub, GitLab, and Bitbucket add web-based repositories, issue tracking, and collaboration tools.
• Microsoft SharePoint: Offers version control integrated with document libraries, workflow automation, and access control. It’s suitable for organizations in the Microsoft ecosystem but may lack advanced features of dedicated version control systems.
• Google Drive Version History: Built into Google Docs, Sheets, and Slides, this feature allows simple tracking and reverting of changes. It’s easy to use and accessible, making it suitable for small teams, though it may not support complex projects requiring granular control.
• Dedicated Document Management Systems (DMS): Platforms like OpenKM, LogicalDOC, and Alfresco provide robust version control, workflow automation, records management, and compliance tools. They are powerful but can be complex and require dedicated administration.

Factors to consider when choosing a version control system:

• Ease of Use: Is it intuitive for technical and non-technical users?
• Collaboration Features: Does it support collaborative editing, commenting, and review workflows?
• Scalability: Can it handle a growing volume of documents and users?
• Integration: Does it integrate with your existing tools and systems?
• Cost: Consider licensing, training, and support expenses.
• Specific Needs: Does the system address your organization’s unique requirements, e.g., ClickHelp for technical documentation?

By evaluating your options against your organization’s needs, you can select a version control system that ensures efficient document management throughout the entire lifecycle.

Conclusion

Document version control is a critical part of effective document lifecycle management. Implementing a robust version control system and following best practices at each stage of the lifecycle helps organizations improve collaboration, minimize errors, and ensure access to the most current and accurate information. This enhances efficiency, strengthens compliance, and supports better decision-making. In short, investing in document lifecycle management and version control is an investment in the long-term success of your organization.

Good luck with your technical writing!

ClickHelp Team

Author, host and deliver documentation across platforms and devices

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