standard operating procedure for document version control - Accord

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ACCORD/ECTU SOP Number: ACCORD/ECTU/SOP39/1.0 NHS Lothian R&D and Version: 1.0 The University of Edinburgh Effective Date: 01/10/2008 DOCUMENT HISTORY Version Edited by (job title): Effective Details of editions made: Number: Date: 1.0 01/10/2008 Original 1. PURPOSE Version control is the management of multiple revisions to the same document. Version control enables us to tell one version of a document from another. Version control is important for documents that undergo a lot of revision and redrafting and is particularly important for electronic documents because they can easily be changed by a number of different users, and those changes may not be immediately apparent. Knowing which version of a document you are looking at is important if you are trying to find out which version of a document is currently in force, or which version was in use at a particular time. Version control is also important if one is working on a collaborative document with a number of contributors and/or frequent revisions. 2. APPLICABILITY This SOP applies to all staff who create and edit documents with multiple versions. 3. POLICY Any staff member can perform the activities described in this procedure. 4. PROCEDURE 4.1 Version Numbers 4.1.1 Use a unique version number to distinguish one version from another. Use this procedure for all documents where more than one version exists, or is likely to exist in the future. 4.1.2 The numbering system which should be used, uses consecutive whole numbers, i.e. version 1 for the first, version 2 for the second and so on. A Controlled Document – Do Not Copy Page 2 of 5
ACCORD/ECTU SOP Number: ACCORD/ECTU/SOP39/1.0 NHS Lothian R&D and Version: 1.0 The University of Edinburgh Effective Date: 01/10/2008 minor or major change will result in the use of the next consecutive whole number. 4.1.3 There can be any number of draft copies of each version. If a new document has three draft copies they should be labelled ‘version 1 draft 1’, version 1 draft 2’ & ‘version 1 draft 3’ not ‘version 1’, ‘version 2’ and ‘version 3’. 4.1.4 Put the version number on the document itself. The placement of the version number will depend on the style of the document, but the most common places for version numbers are the document cover, or in either the header or footer text of each page. 4.2 Naming Conventions 4.2.1 For SOPs, include the version number at the end of the document number, as described in section 5.3 of the SOP ECMC/ADM/001. 4.2.2 For all other documents include the version number at the end of the document’s file name e.g. ‘SOP Review Checklist version 1’. 4.2.3 Always add the date, to the header and/or footer, when any changes were made to the document. 4.2.4 The words ‘Draft’ or ‘Final’ can be added to the end of the file name to indicate the status of the version. 4.2.5 Use this procedure for all documents where more than one version exists, or is likely to exist in the future. 4.3 Read-only Option 4.3.1 To reduce the likelihood of one version being overwritten with another use the read-only tag. Applying a read-only tag will prompt users to save the document with a new version number if they make any changes to the original document. 4.3.2 Use this procedure for finalised documents where loss of the original would be a problem e.g. participant clinical study documentation. 4.3.3 To add a read-only tag to your document: • On your computer screen, navigate to your document. • Right click on the document name and select ‘Properties’. • On the ‘General’ tab check the ‘Read-only’ box. • Select ‘Apply’ and then ‘OK’. 4.4 PDF Option Controlled Document – Do Not Copy Page 3 of 5
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standard operating procedure for document version control - Accord

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