Jane,

Hi there. In my opinion, the best way to implement document version
control/good titling in the absence of an EDRMS is to use MS Word and macro
forms to create corporate templates for all of your key documents, templates
that have macro enabled fields which have to be updated by the user. These
templates are easy to set up once you set out some rules for each template
type. Speak to your IT/macro whizzkids. 

The templates should prompt/enforce the user to input a minimum of:

	- Title  (can be picked up from document properties)
	- Date   (can be picked up from document properties)
	- Author (can be picked up from document properties)
	- Version

If you're still creating lots of paper files, make sure that you create a
file template, and archive box template.

To support this initiative, create a simple guidance document on how to use
your brilliant new document version/titling system.

Will all of this help? Yes. 

In my previous life, I was involved in a similar successful initiative prior
to the implementation of an EDRMS (we ran with MS templates and macro forms
for a long while but then had to enroll an EDRMS in the slug out between
filing space and people space).   All this should improve on version control
and retrieval, but alas, filing structures tend to fall into disarray in a
windows environment, so it won't completely tick all boxes, certainly not
the 'stop all duplication' and 'halt paper file keeping' boxes!

However, the best tip I can offer to you is 'people like to feel important'.
It's the golden rule of a successful anything! 

Get users involved, consult staff earlier rather than later (if you want
people to embrace best practice and remove their hands from around your
neck).


Best wishes,


Michelle Patrick
www.Bramble.cc
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-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Jane Evans
Sent: 14 June 2006 07:18
To: [log in to unmask]
Subject: Version Control

Dear all

My organization uses drafts and document versions quite arbitrarily 
according to who is writing the document.  We don't have an EDRMS nor are 
we likely to get one.  All we have is good old Windows and MS Office Suite.

Is there anybody out there that has tackled the problem of harmonising 
and/or writing guidelines for version control to be standardized 
throughout the organization?  Can you point me to advice on the web?  Or 
give how to/how not to experience?

Thanks 

Jane Evans
Information Governance Manager
Screening Services
Velindre NHS Trust

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