Knowing which copy is current.
WHY IT MATTERS
People work from old versions and produce wrong results.
WHERE IT CAUSES DAMAGE
Contracts Specifications and drawings Price lists Procedures Reports
WHY DRAWINGS SPECIFICALLY
Building to a superseded drawing is expensive and common.
WHAT TO ESTABLISH
One authoritative location for the current version.
WHY ONE
Copies circulated by message are never updated.
WHAT TO AVOID
Sending documents as attachments where a link would do Multiple people holding their own copies Versions distinguished only by filename conventions
WHAT TO RECORD ON ANY CONTROLLED DOCUMENT
Version Date Who approved it What changed from the previous version
WHY WHAT CHANGED
It lets readers see whether their knowledge is still current.
WHAT TO DO WITH SUPERSEDED VERSIONS
Archive them, marked clearly.
WHY KEEP THEM
They evidence what applied at a past date, which matters in disputes.
WHY MARK THEM
Unmarked old versions are used.
WHAT TO ESTABLISH ABOUT APPROVAL
Who approves changes to controlled documents.
WHY FOR THESE SPECIFICALLY
Errors in contracts and specifications are expensive.
WHAT TO COMMUNICATE
When a controlled document changes, to whoever uses it.
WHY
People continue using what they have unless told.
WHAT TO ESTABLISH
A list of controlled documents.
WHY A LIST
It distinguishes documents requiring control from ordinary material.
WHAT TO REVIEW
Whether people are working from current versions.
