多个版本在流通, 丢失的文档版本, important information being overwritten: everyone is familiar with these kinds of issues in document 版本控制. 好的版本控制不是火箭科学, 但这确实需要在你的组织内部仔细考虑. These 13 tips will help you streamline 版本控制 within your organisation.
什么是版本控制?
版本控制, 也称为版本管理, refers to the efficient and orderly management of different versions of documents. Simply, it means storing all versions of documents and making them easily retrievable by users. 版本控制 is especially necessary when multiple people are involved in creating documents, 但当文档频繁更改时也会出现这种情况.
远程和混合工作的采用进一步增加了对它的需求. If many employees work from different locations, managing documents becomes more difficult.
版本控制的好处
版本控制对组织有几个重要的好处. 例如, 它可以帮助防止或快速撤销错误, 节省处理和搜索文档的时间, 确保敏感信息不落入坏人之手, 并允许对团队工作进行回顾性审查.
版本控制为员工面临的许多问题提供了解决方案. 想想同时在流通的不同版本, 由于未跟踪更改而丢失的重要信息, 以及无法(足够快地)找到的文件，因为, 例如, 文件名.
版本控制提示
The following 13 tips will help you take document 版本控制 to the next level within your organisation.
1 .选择合适的软件
软件本身并不能解决所有问题，但它会非常有帮助. When selecting 版本控制 software, pay attention to the following aspects:
- 实时协作的能力
- 用户友好性
- Integrations: the software should be well-integrated with applications such as word processors, 沟通平台, 项目管理系统
- 支持不同的文件格式(如Word、Excel、PDF和图像)
- Version history, where you should be able to easily view and undo versions and changes
- 导出版本历史记录，这对于遵从性目的可能是必要的
- 全面的访问控制和权限特性
- 脱机访问文档, with the software automatically synchronising once internet access is restored
- 备份和恢复特性
- Scalability: the software must be able to scale as the number of documents and users increases.
2 .制定明确的规则和指导方针
Clear rules and guidelines are important to ensure that everyone within the organisation knows how to use the 版本控制 system. Make sure that everyone is aware of the purpose of 版本控制, and what is expected of them.
3 .鼓励交流
Team members should communicate clearly and as often as necessary about changes to documents, 这样每个人都能立即得到通知. 到底发生了什么? 谁改变了什么? 变化的原因是什么? Communication about the progress of documents is also an important part of good 版本控制. 为了彻底的改变, it is wise to always describe (at the document level) what has changed and why, 以便同事能够快速识别和理解这些变化.
#4限制活动版本的数量
如果一份文件有多个有效版本在流通, 这将导致混乱和效率低下. Therefore, work together as much as possible in one shared document in real time.
5 .使用评论、建议并跟踪变化
By using comments and suggestions instead of making changes directly in the document, 它变得更容易讨论, 审查并接受或拒绝更改. If employees choose to change the text anyway, make sure the 'track changes' function is turned on. 这种方式, you can see exactly which changes were made by whom and quickly accept or reject proposed changes.
#6通过模板创建结构
如果您为经常使用的文档类型设置了固定模板, 文档可以被一致地组织和结构化. Templates help create documents faster, organise them more easily and make them more understandable.
#7定期修改文档
An important principle of 版本控制 is that information is always correct and up-to-date. 因此，定期修改和更新文档非常重要. This applies particularly to documents that are often consulted and that many people depend on.
#8使用元数据和标签
By using metadata and labels, you can add additional information to documents. With metadata, you can think of, 例如, the author and the time of creation. 标签(或标签)是描述文档的关键字或短文本. Metadata and labels make it easier and faster for employees to search and organise, make fewer mistakes and have more insight into the relationships between documents.
#9存档版本历史记录
Exporting and archiving the version history helps to consult changes afterwards and to comply with legal requirements, 例如在隐私或安全领域.
10 .为大型或重要的项目设定额外的需求
For documents related to large or important projects, 版本控制 is even more important. Additional requirements may be wise, such as using a different system of version numbering. For larger projects, you can work with version numbers consisting of three components (such as 1.0.1):第一个数字代表重大变化, 第二个是中型调整, 第三个数字是编辑修改.
It's also useful to keep a kind of logbook in which team members can easily look up what has changed and why for each version. 对于非常广泛的文档, 应用“分支”可能是明智的,这是软件开发中的惯例. This involves working separately on different parts without getting in each other's way. 合并分支是一项精确的工作, it's necessary to carefully check whether information has not disappeared or been duplicated.
#11建立良好的信息架构
If files are not structured properly, they can get lost, and different versions can circulate easily. 这就是为什么你需要建立一个好的文件夹组织系统, 在整个组织中统一应用哪一个.
#12授予适当的访问权限
为正确的人提供正确的文档和文件夹访问权限. The principle of "least privilege" is important: employees should not be given more access rights than they need. You should distinguish between people who can make changes and people who only have read or comment rights. Review all permissions periodically: 例如, people may leave and roles may change. 通过巧妙地设置组，可以简化权限管理.
#13培训员工
No matter how much software can automate, 版本控制 remains partly a human task. 人们也会犯错. That's why it's important to train employees on best practices for 版本控制. 例如, 解释软件最重要的功能, 他们如何在文档上进行最佳协作, 预期的信息体系结构是什么, 什么策略适用于更新文件, 存档版本历史记录, 使用元数据和标签.
数字工作场所的版本控制
数字化工作场所以各种方式帮助实现文档的版本控制, allowing employees to collaborate more efficiently and reducing the risk of data loss or errors.
例如, Workspace 365 makes 版本控制 easier by providing an interface over 分享Point, OneDrive, 文件服务器. 所有这些平台都在数字工作场所中联合起来, 在工作场所仪表板中提供了许多功能. 想想分享Point中的版本控制, 哪些允许员工查看, 检索, 并删除旧版本.
使用Workspace 365, 员工的所有文档都有一个文档应用程序, 不管它们存储在哪里. 这在一定程度上解决了信息架构的问题. 组织是否使用分享Point、OneDrive和网络驱动器? 在这种情况下，并不总是清楚员工应该将文件存储在哪里. 使用Workspace 365, 他们只有一个文档应用程序, 使建立和维护良好的信息体系结构变得更加容易.
