Here’s a familiar dilemma, posed by a reader of the Administrative Professional Today, who asked for advice on how to track multiple versions of a Microsoft Word document:
“I often type up handwritten reports for my boss, and then the document goes back and forth between us (and sometimes others) for revisions. The problem arises when three, six or nine months later he asks for a copy of the document. I often have problems locating the last version. Usually, I name each successive revision v1, v2, v3, etc., but often, before the final version is distributed, the name is revised slightly or changed.
“How can I monitor/track/organize documents through the endless revisions (including name changes) so that I can quickly retrieve the most recently revised version?”
Find three steps that Microsoft Office instructor Tonya Oliver recommends for managing Word documents in The Office Organizer: 10 tips on file organizing, clutter control, document management, business shredding policy, record retention guidelines and how to organize office emails.