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Version Management

By Jorge Valdes ·
We are about to finish a project which delivers documentation on a couple of ad-hoc developed methodologies (Program / project Management & SW Development and implementation).

Mainly the deliverables of the project are a lot of MS - Office documents (wrod, pp,excel,visio)

Questions:

Does anybody knows how to manage versi?ns of documents in a lan (novell) environment?
How to diferentiate between a version and a revision of a document?
Which are, the key processes involved in version management and the roles that must be played?
Any other thing that must be addressed?
Are there any Internet Site specialized on this matter?

Thanks in advance for your help

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by Oliver W. In reply to Version Management

Hi Jorge,

try Microsofts Sharepoint Server (www.microsoft.com/tahoe). This is a document-management System with Version Management, Approval Options. It's webbased but can be used from any MS Office Product and Win Explorer as well.

Check it out, it's simple to install/configure/administrate and to use.

hope that helps,
Oliver

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by Jorge Valdes In reply to Version Management

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by RealGem In reply to Version Management

You can always use code- or document-management software.

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. This may be good enough until you get your internal processes worked out - investigate software after that. Don't just think you can buy some software and it will solve all your problems for you.

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 of the 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 modellingprocesses 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.

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by Jorge Valdes In reply to Version Management

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