Version Management

Although it's mainly considered to be a tool for source code version management, actually Microsoft Visual SourceSafe does an extremely good job in the situation that you describe. It provides a centralized management tool for sets of any kind of documents. You can specify user rights by project, subfolder, etc. Users can obtain read-only copies of documents or check them out for revision, then check them back in when revisions are complete.

For comprehensive information about SourceSafe, including a sample of a Corporate Media Library application, see http://msdn.microsoft.com/ssafe/default.asp.

I hope this helps.

Steve Diamond

As above, you can use code-management software. They're just managing files, after all.

But, a cheaper and simpler solution is to just create a read-only directory that everyone has access to, and store your good copy of the documentation there.

Next, you will need a group that is responsible for maintaining the documents. This group will receive requests for enhancements, analyse those requests, and then modify the methodologies appropriately. Finally, they will update the contents ofthe read-only directory. This group is the key role, and it's not a full-time job. In fact, you can even make it a rotating assignment. If you have a dedicated standards/architecture team, then this is their job.

Communication is a very important process. Changes must be communicated to all stakeholders. Major changes (new versions) may require re-training. Keep that in mind.

A revision is a minor change to the version, possibly for clarification of existing content. When the key content changes, though, then you have a new version. For example, changing your modelling processes would qualify as a new version.

If you want to get more information, go to a search site (like Yahoo) and search for the keywords "software configuration management" or "SCM". You should get thousands of links to products and services.

You should also consider some form of quality control - are the standards being following correctly.

I am not a professional, but my suggestion could give you a hint or the solution you are searching for.
According to my understanding to your question, I want you to think of this hint:
"If a file is copied and pasted in a cell of an excel spreadsheet. Say in A1 cell you could consider it as a version A1."
Could this answer give any hint to you or colleagues as you are specialized in computers more than me.
Sorry if I could not help.

Configuration Management is a very complex task in it self, but to briefly address it read on ..

As suggested by someone, you can use MS Source Safe for sure. It is an excellent tool and manages the processes. Other wise like we did once in the Novel LAN environment, created special directories and gave its access to only the Configuration Manager (CM). All Configuration Items (CI) are kept in this directory with a CI list with version number of v1.0

If for some reason that CI is needed by the development / support team, it is checked out from the CI list and a process is to be created for this. From the CI directory, a separate sub-directory is created where in the Version 1.0 is moved and stored.

Once the modified / updated itemis sent back, the CI list is updated and the version number is updated from 1.0 to 1.1 or 2.0 depending on the nature of the modification.

Most important processes are CI List and check in check out. If these are controlled all is set. Of course2 backups should be created at defined intervals and kept in two different locations for safety purposes.

There are some internet sites doing CM for clients, but its ASP concept and this is a trend that is going down.

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