standard operating procedure for document version control - Accord

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
If one is not keeping an editable version, a PDF (Portable Document Format)
copy of the document can be created. Depending to which computer system
one is linked, the creation of these files will involve different methods.
Conferring with one’s local IT Administrator is suggested if creation of this
type of file is required.
4.5 Document Tracking
5.5.1 For regulatory requirements, it is necessary to keep track of document
changes to show when and which changes were made. This can be done by
a version control/history table or a saved ‘track changes’ file.
4.5.2 The table should be updated each time a change is made to the
document, with the answers to the following questions:
• What is the new version number?
• What was the change?
• Who made the change?
• When was the change made?
4.5.3 The table can either be included at the start of the document, e.g. in
SOPs, or it can be created as a separate document and filed in the same
folder as the document concerned.
4.5.4 A ‘track changes’ file can be created for every new version by using the
‘Track Changes’ option found on the Microsoft ‘Tools’ menu bar. This shows
all changes that have been made to the previous version. This document
should be saved and filed in the same folder as the document concerned.
4.5.5 Remember to remove track change information from the final version of
the document.
5. ATTACHMENTS
N/A.
6. RELEVANT DOCUMENTS
N/A.
7. DEFINITIONS
N/A.
8. REFERENCES
Controlled Document – Do Not Copy
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