File Management Mistake: Lack of Version Tracking

One of the biggest mistakes that companies make in their file system is the lack of version tracking. Without version tracking, it’s easy to get lost in a sea of documents, never knowing which one is the latest. This can lead to a range of problems that can slow down work, cause confusion, and even lead to costly mistakes. For IT managers and business owners, understanding the importance of version tracking is crucial. Here’s why not having version tracking is a major file management mistake.

1. Working with Old Files

One of the biggest risks of not using version tracking is the chance of working with outdated files. Imagine spending hours working on a document, only to find out later that it was an old version. All that work would be wasted because it was done on the wrong file. This can happen easily in businesses where many people are handling the same documents.

Without version tracking, there’s no easy way to tell if a file is up-to-date. Employees might pull up an old file from their computer or from a shared drive, thinking it’s the most current one. This can lead to major mistakes, especially if important decisions are made based on outdated information. Version tracking helps avoid this by clearly marking which version of the file is the latest, so everyone is on the same page.

2. Not Finding the Latest Version

When you don’t have version tracking in place, finding the latest version of a file can be like searching for a needle in a haystack. In a busy office, files can be saved in multiple locations: on someone’s computer, in an email, or on a shared drive. Without a system to track versions, it’s easy to lose track of which file is the most recent.

This not only wastes time but also causes frustration among team members who are trying to get their work done. They may spend more time searching for the correct file than actually working on it. With version tracking, the most recent file is always easy to find, saving time and reducing stress.

3. Duplicate Files

Another common problem that arises from not using version tracking is the creation of duplicate files. When people aren’t sure which file is the most recent, they often create their own versions. This leads to multiple copies of the same file, each slightly different from the others. These duplicate files can clutter up your storage and make it even harder to find the right one.

Duplicate files also create confusion. Team members might not know which file to work on or which one to share with others. This can lead to errors, as people might end up working on different versions of the same document. Version tracking solves this problem by keeping all versions organized and easily accessible, so there’s no need to create duplicates.

4. Redoing Completed Tasks

Perhaps one of the most frustrating outcomes of not using version tracking is having to redo work that has already been completed. This happens when someone accidentally works on an old file and makes changes that have already been made in a newer version. When the mistake is discovered, the work has to be redone on the correct file.

This not only wastes time but also lowers morale. Employees get frustrated when they have to redo work that they thought was finished. It can also lead to delays in projects and missed deadlines. With version tracking, these mistakes are less likely to happen because everyone knows which file is the most up-to-date.

The Reason Why Companies Aren’t Tracking Versions

Despite the clear benefits of version tracking, many companies still don’t use it. Here are a few reasons why:

1. Laziness

Some people simply don’t want to take the time to track versions. They may think it’s too much work or that it’s not necessary. However, this laziness and lack of version tracking can lead to bigger problems down the road, as we’ve discussed.

2. Don’t Know How Version Tracking Works

Others may not use version tracking because they don’t know how it works. They might not be aware of the tools and systems available to help track versions of files. Without the knowledge of how to implement version tracking, they continue to work without it.

3. Don’t Understand Why It’s Important

Finally, some people don’t understand why version tracking is important. They may think that their current system is working fine, even if it’s disorganized. However, once they experience the problems caused by not using version tracking, they might realize its value.

What to Do About It

The solution is simple: Make it a habit. Add version numbers to everything.

Start by educating your team about the importance of version tracking. Show them how it can save time, reduce errors, and improve overall efficiency. Make sure everyone understands how to use version tracking tools, and encourage them to apply version numbers to all files.

There are many ways to do it, but let’s keep it simple. You can either add the number to the filename or in the meta information of the file. Meta simply means that there is information embedded into the file that tells the computer and user which version it is. Just like with author, date etc.

Filefix recommends using the filename for the version number, simply because it’s visual and everyone knows how to do it.

For more detailed instructions, check out this article on how to use version tracking in your file system [link to article].

Summary

Lack of version tracking is a major file management mistake that can lead to working with old files, difficulty finding the latest version, duplicate files, and redoing completed tasks.

For IT managers and business owners, implementing version tracking is not just a good practice—it’s essential for keeping your business running smoothly. By making version tracking a habit and educating your team on its importance, you can avoid the many pitfalls of poor file management and ensure that everyone is always working on the right document.