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Working with document versions

The latest upload is not always the right document. Check what changed, who issued it and which request used each version before replacing or reusing a file.

4 min read

A revised draft, a scanned copy and a newly issued official document are different kinds of change. Keep their relationship clear so your team can choose the appropriate file without losing evidence of what was reviewed, submitted or issued earlier.

In what order

  1. Identify the document being changed

    Confirm the company, document type and purpose. Check whether the new file is another version of the same document or a separate record.

  2. Understand the change

    Identify whether the content was revised, the scan quality improved, a translation was added or an authority issued a replacement document.

  3. Check the source and dates

    Review the issuer, issue date and any relevant reference. Do not infer official currency from the upload date or filename alone.

  4. Preserve the previous context

    Before replacing a working file, check whether it was used in a review or submission. Keep that history distinguishable from the new version.

  5. Make the relationship clear

    Use the supported version information or a clear naming convention to explain which file is a draft, a revised copy or an issued result. Avoid relying on “final” alone.

  6. Review where the new file should be used

    Check open drafts and intended applications individually. Adding a newer file does not establish that previously submitted attachments have changed.

Working vs used in a request

The current working version

  • Is the file your team intends to use next
  • May still need review
  • Can be revised during preparation
  • Must be checked against the requirements of the intended procedure

The version used in a request

  • Records what was supplied for a particular application
  • Remains relevant to that request’s history
  • Does not change merely because a newer file is uploaded
  • May require an official correction procedure if it was wrong

Understand what kind of change you have

  • Revised draft

    The content changed during preparation. Review it again before use.

    Your team

  • New scan of the same document

    The file changed, but the underlying issued document may be identical. Check that all pages and details match.

    Original document / uploader

  • Translation

    A related document presents the content in another language. Keep it distinguishable from the original.

    Translator / original document

  • Newly issued official document

    The issuer produced another official record. Check its scope and relationship to the earlier document.

    Issuing authority

  • Submitted copy

    This is the file used in a particular request. Preserve its connection to that submission.

    Request history

  • Expired or superseded record

    It may still explain an earlier event, even when it is unsuitable for a new application.

    Document conditions / later official record

Mistakes to avoid

  • Choosing the most recently uploaded file without reading it.
  • Treating a better scan as a newly issued document.
  • Treating a translation as a replacement for the original.
  • Assuming an official document was superseded because someone uploaded another file.
  • Deleting the only record of an attachment used in a submitted request.
  • Assuming file replacement updates an authority’s existing application.

FAQ

No. Check the document’s contents, source, dates and purpose. A recent upload may be a copy of an older record.

Know which document you are using

Keep working files and official records organised so your team can prepare the next action with the appropriate version.

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