Tracking changes.
THE PROBLEM
Several copies, and nobody knowing which is current.
WHAT CAUSES IT
Emailing documents back and forth Saving copies before changes No convention
WHAT TO DO
Keep one current version, in one place Use a version number or date in the name Archive superseded versions rather than leaving them alongside
WHAT TO USE FOR COLLABORATION
A shared location where people edit the same file, rather than copies.
WHY
There is then only one current version, by construction.
WHAT TO USE FOR TRACKING CHANGES
The track changes facility in your word processor.
WHAT THAT PROVIDES
A record of who changed what, and the ability to accept or reject.
WHAT TO DO BEFORE SENDING A DOCUMENT OUTSIDE
Accept or reject all changes Remove comments Check the document properties
WHY
Tracked changes and comments are frequently sent inadvertently, revealing internal discussion.
WHAT TO CHECK
That what you send is what you intended.
