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Forgive me if this is obvious but: Meic's original question set the context as keeping the superseded versions for as long as the records to which they apply. In many cases that will mean for much longer than the lifetime of SharePoint (yes, there will be a life after SharePoint). That implies that you (and your successors) will in the distant future need to know: · for each version of each document: the effectivity dates of the document (relatively easy); · for any given past date: which version of the document was effective (relatively hard). You (or they) also will need to migrate all the effectivity data with the documents when migrating from SharePoint to whatever follows it. In theory, this should all be possible using SharePoint features. But it will be a lot easier and more realistic if the ”effective from” and “effective to” dates are stored explicitly as metadata of the documents. So please do think about using metadata as well as SharePoint features. Of course, this is just one small aspect of the metadata that should be stored to facilitate long-term usability – but that is another thread. Marc -----Original Message----- From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Andy Morrall Sent: 21 July 2014 12:34 To: [log in to unmask] Subject: Re: EDMS: identifying versions of documents At Warwickshire we have SP2010 and have implemented using the standard SP version control and approval. We set approval on, major and minor versions on, keep drafts for the last 2 major versions with no limit on major versions. Once a document is published and approved, then SP keeps track of previous versions. The way we have this set up on permissions, is that all staff have read only permissions (apart from contributors and owners), so they only see the latest version. It does cause complications if you wish to keep to strict retention/disposal based on dates but we took a more flexible approach. Andy Morrall Information Manager Warwickshire County Council 01926 476882 To view the list archives go to: <https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=RECORDS-MANAGEMENT-UK> https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=RECORDS-MANAGEMENT-UK To unsubscribe from this list, send an email to <mailto:[log in to unmask]> [log in to unmask] with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK For any technical queries re JISC please email <mailto:[log in to unmask]> [log in to unmask] For any content based queries, please email <mailto:[log in to unmask]> [log in to unmask] To view the list archives go to: https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=RECORDS-MANAGEMENT-UK To unsubscribe from this list, send an email to [log in to unmask] with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK For any technical queries re JISC please email [log in to unmask] For any content based queries, please email [log in to unmask]