Suppose you open a folder and see four files: Employee_Form_Final, Employee_Form_Final2, Employee_Form_Updated, and Employee_Form_Really_Final. One version has the correct job title. Another has the latest starting date. A third has the needed signature. This scenario can quickly develop as documents are copied, modified, and distributed without a standardized version-control approach. In personnel administration, selecting the incorrect document could mean entering incorrect or conflicting data into an employee record.
A document template. A previous version is copied for efficiency but not all outdated details are updated. The filename stays the same, but the document still contains another employee’s department, reference number or effective date. A revised copy is generated instead of replacing or noting the difference with a previous draft. Soon, several documents appear equally valid, even though only one is supposed to be used.
For example, consider three fictitious versions of an internal order for the same document. Let each have an entirely different date, job title, signature and reference number. Look at them side by side and identify the one version that has all the last information, matching the one approved employee profile. Consider why the other two versions should not be filed. This requires the viewer to base their decision on the document contents and approval status, not the term “final” in its filename.
The document’s filename should give users an easy idea how a version is different. For example, the employee identification number, document type, effective date, and version status. All drafts must be labeled “draft,” and the authorized record must use one of the versions with a consistent final designation. The actual nomenclature may vary between organizations, but must be accessible to authorized individuals who need to file the record. Terms like scan, update, new copy and latest give little useful information.
Where the files are kept also matters. A distinction should be made between drafts, working copies and approved copies of a document. When the record is completed, entries in related registers and personnel file folders should refer to the authorized version. Previous versions may need to be stored, archived or deleted depending on company and statutory requirements, but these previous versions should not be kept in an area where they can be mistaken for the current employment document.
A controlled document version is not necessarily the most current file. Before using any document, read it rather than relying on its file name. Confirm all key details, such as the employee name, job title, department, effective date, reference number, signature and approval. If the same details exist in the personnel register and other supporting records, you have a controlled document version that you can be confident will result in correct processing.