Cheap Document Versioning

All documentation should employ versioning methodologies and template mechanisms. This refers to the use of timestamps and comments whereby editors declare what changes they have made to documents and peers or senior management sign off on each alteration. Document preparation can be an iterative process from draft form to the final published document yet, at each level, similar methodologies should be employed and discipline should be maintained in any organisation to ensure the final product truly reflects business requirements. 

All documents should be formatted using a common typeface. that employed by Company X is as follows:

Headers

• Style: Arial
• Size: 14

Normal paragraph

• Style: Arial
• Size: 12

Headers should display document name (bit not path)

Footers should contain page numbers at the bottom centre

While a document is in draft mode, editors should employ the use of Track Changes in MS Word. A reference guide is available at http://office.microsoft.com/en-us/word/HA012186901033.aspx

The first page of a draft document should display : 

• Document name
• Document description/ summary
• A chronology of editor names and brief description of changes made on given dates

The above facilitates increased process transparency and accountability.

Once a document has been completed, a signed off copy of the final draft should be stored as well as the published copy.