Document Management Versioning Strategy

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1 1.0 Backgrund and Overview Dcument Management Versining Strategy Versining is an imprtant cmpnent f cntent creatin and management. Versin management is a key cmpnent f enterprise cntent management. The cntent we wrk with t d the Bank s wrk ges thrugh many changes during its lifetime. Bank teams wrking t develp cntent need t: Create new cntent and permissin thers t cntribute t its develpment QHZ FRQWHQWYHUVLRQV; Find the mst current wrking versin fr the purpse f reviewing, editing, cllabrating, and apprving ZRUNLQJYHUVLRQ; Discver all f the edits and cmments that cmprise a new versin when it is in prgress in rder t decide which t accept and which t reject, in rder t reach cnsensus and discuss changes with the team members wh made them ZRUNLQJYHUVLRQ; Identify the rder in which the changes were made which supercede which ZRUNLQJYHUVLRQ; Create a new authritative versin which integrates the institutinal knwledge and cmments f the experts DSSURYHGYHUVLRQ; Discver earlier, apprved versins f the cntent entity VXSHUFHGHGYHUVLRQV. 2.0 Definitin f Versins Versin, as it relates t cntent management, refers t a frm r variatin n an earlier instance. Versin management and cntrl pertains t all kinds f cntent, including data, dcuments/reprts, cmmunicatins, publicatins, and s n. Versin management and cntrl includes verall versining strategy (state- r change-based apprach), rules fr selecting versins, the retentin f versins and the linking/rganizatin f versins. This prpsal addresses the verall strategy, the rules fr identifying and enumerating versins, and the linking/rganizatin f versins. Advice n the retentin f versins shuld be prvided by the Wrld Bank Grup Archivist. 3.0 Business Drivers Wrld Bank s Need fr a Versining Strategy Simply put, the current apprach t versining is unmanaged. The current apprach: Leaves much f the versining activity entirely utside f the cntent management systems in prductivity tls; Relies n users t deliberately assign a versin status at the time f prfiling if and when they file the cntent in the cntent management system; Uses nly generic and uncntrlled versin status wrds draft, final leaving interpretatin pen t users Addresses versining lsely and editin nt at all -- versin and editin are tw dimensins f the same cncept multiple final versins which represent

2 different editins f the same cntent may exist entirely independent f ne anther There is n way t pull tgether in a versin series view all wrking and final versins f a dcument There is n way t mark as superceded cntent which shuld nt lnger be used fr Bank wrk, having a mre recent and up t date versin. Versin prliferatin is likely ccurring n desktps, n netwrk drives and in crprate infrmatin systems. In the past, we have nt had the capability t supprt versining at the cntent r the system level. As a result, Bank teams must devte extra effrt t tracking and managing versins, including: Using t share wrking versins f cntent Checking and cmparing the date prperties t determine which is the mst recent wrking versin Tracking the sender f an ed dcument t determine wh made edits Lking inside a dcument in hpes that the last persn editing turned n the track changes feature in rder t see the edits 4.0 Versin Management Optins and Strategies Tw versin management and cntrl ptins were cnsidered: (a) single level versin management, and (b) multi-level versin management. Bth appraches supprt a change-based versining management strategy. Bth appraches assume that all versins which are retained will be linked thrugh metadata. Fr a discussin f hw the actual changes t dcuments are captured and managed, please refer t the Anntatin Strategy. 4.1 Single Level Versin Management Strategy Single-level versining assigns a new, incrementally calculated versin number t teach changed dcument. Single-level means a single digit designatin fr versin number (i.e. 1, 2, 3, 4, 5, etc.). Each new edit r change prmtes a new versin f the dcument, and assigns a new versin number. While single versin numbering wuld allw us t at least distinguish ne versin frm anther. Hwever, it des nt allw us t identify r distinguish majr and minr versins, nr wrking frm final versins. This ptin is nt a practical ptin fr the Bank given all the cnsultatin, review and editing that is invlved in the develpment f cntent. Table xx. Sample Use Case fr Prpsed Versining Strategy Versining Actin Versin Irma creates a new minr Versin #1

3 versin dcument t explain cmpany plicy The next day Susan checks ut the dcument t add in new text Susan then checks the dcument back in and saves her edits Susan sends a cpy t IQ team fr review and cmments Luisita checks ut the dcument fr review and adds a new plicy statements Luisita checks in the dcument and saves the changes Denise checks ut the dcument t add text t Luisita s new plicy statement Denise checks in the dcument and saves the new text The ISG SLT reviews the plicy statement and decides it is ready fr frmal apprval. Luisita checks the dcument ut, changes deliberately prmtes the plicy statement. In prcess current Versin #2 In prcess current Versin #3 Frmal final draft Versin #4 Frmal final draft Versin #5 In prcess current Versin #6 New versin f frmal final draft Versin #7 In prcess current Versin #8 New versin f frmal final draft Versin #9 Frmal final versin 4.2 Multi-Level Versin Management Strategy Multi-level versin management supprts: Uses a syntax which is cmprised f bth the majr and the minr versin prperties 3.1 where first digit (e.g. 3) represents the majr versin, and the secnd digit (e.g. 1) represents the minr versin; Uses a cnsistent numbering strategy which is bth human- and machinetriggered: 3 Newly created cntent bjects where there is n pre-existing majr versin HQXPHUDWLRQ 3 Designatin f Majr Versins based n human-initiated apprval and status changes HQXPHUDWLRQ ; 3 Designatin f Minr Versins based n system check-ut and checkin actins which represent wrking edits and changes HQXPHUDWLRQ 3 versin status (human-initiated status changes) HQXPHUDWLRQ V

4 Assigns f a unique versin number t each versin f a dcument regardless f whether the cntent is a majr versin r a minr versin; Allws editrs t designate a final versin by assigning a majr versin number t a dcument. Enables editrs and cntributrs t determine the nature f the significance f the changes made by thers, and t distinguish frmal, final versins f dcuments frm wrking r in-prgress versins by checking the versin enumeratin. Belw is a use case shwing hw the prpsed strategy might be used t designate and track versins f a dcument. Real names and scenaris have been used t make it easier fr us t understand hw it wuld be used. Table xx. Sample Use Case fr Prpsed Versining Strategy Versining Actin Irma creates a new minr versin dcument t explain cmpany plicy The next day Susan checks ut the dcument t d add in new text Susan then checks the dcument back in and saves her edits Susan sends a cpy t IQ team fr review and cmments Luisita checks ut the dcument fr review and adds a new plicy statements Luisita checks in the dcument and saves the changes Versin Versin Versin Versin Versin: 0.1 In prcess current Versin: 0.1 In prcess current Versin: 0.1 Versin: 0.1 Versin: 0.1 Versin 0.2 Checked Out Versin 0.2 Versin 1.0 Versin 1.0 Versin 1.1 In prcess Checked Out Versin: 0.1 Versin 1.0 Versin 1.1 In prcess Versin Denise checks Versin: 0.1 Versin 1.0 Versin 1.1 Versin 1.2

5 ut the dcument t add text t Luisita s new plicy statement Denise checks in the dcument and saves the new text The ISG SLT reviews the plicy statement and decides it is ready fr frmal apprval. Luisita checks the dcument ut, changes deliberately prmtes the plicy statement. Versin: 0.1 Versin: 0.1 Versin 1.0 Versin 1.0 In prcess Versin Versin 1.1 In prcess Versin Versin 1.1 In prcess Versin Status In Prcess Checked Out Versin 1.2 Status In Prcess Versin 1.2 Status In Prcess Versin 2.0 Status Apprved Optin 2: Multi-level Versin Management is the preferred ptin, based n the way that Bank teams wrk tgether t create cntent, specifically the strategy identifies and tracks: (a) Majr Versins; (b) Minr Versins; (c) versins; 5.0 Versin Management Architecture 5.1 Versin Management Cmpnents Metadata Links and references Cnfiguratin f checkin/checkut functinality fr multilevel versining Versin attribute as metadata 5.2 Versin Management Functinality and Prcesses The Versin Management strategy ging frward shuld supprt. Versin management supprt includes: Check-in/check-ut capabilities which trigger and tag versins f cntent; Versin Prperty management prviding a histry f the cntent state as it is checked in and ut f an bject stre; Capability t individually save and maintain each versin f cntent in the cntent management system; Ability t bind minr versins t a majr versin; Capability t retain all edits, nt nly the mst recent backup cpy f a dcument, and incrementally designate new minr versins upn check-in;

6 Versining strategy leverages the prperty values f a dcument in prductivity sftware, but als recrds the versin prperties as persistent metadata in the ECM metadata repsitry; Versin Series Management -- Ability t retain all minr versins f a cntent bject until a persn deliberately creates an apprved, majr versin; Abililty t distinguish between wrking versins (minr), apprved versins (majr), and published (publicatin lcatin). 3 Cntent may be apprved withut needing t be published t a specific lcatin; 3 A single apprved versin may be published in multiple lcatins; 3 Minr versins may need t be published befre they are apprved t a secure space. Allws Bank teams t prmte a minr versin t a majr versin withut checking the dcument in and ut (human initiated prmtin) Allws Bank teams t demte a majr versin t a minr versin withut checking the dcument in and ut (human initiated demtin) Allws Bank teams t limit/permissin access t minr versins; 6.0 Implementing a Versin Management Strategy fr New ECM Cntent There are tw versins f the T Be versin management strategy: (a) ne which describes peratinal versin management fr new cntent created in ECM; and (b) ne which brings the current cntent int alignment t the extent pssible with the ging frward strategy. 6.1 Operatinalizing Versin Management 6.2 Versining f Existing Cntent It is nt practical t have tw cnflicting versining strategies in place in a future enterprise cntent management system. Therefre, we need t have a strategy fr versining existing cntent that resembles r is at least nt t different frm the multilevel versining strategy. We realize that any retrspective strategy: Is likely t be subptimal in that it will rely n judgment calls and cmparisns Will aggregate versins f cntent at a high level Will nt have the cntent base t aggregate at minr levels All cntent is nt likely t be filed in IRIS Older versins may have been verwritten depending n the sftware cnfiguratin In rder t retrspectively cnvert and aggregate versins, we need a prcess and we will need sme technlgies (sftware which semantically cmpares and reprts n the gdness f fit f tw r mre cntent bjects). We prpse the fllwing prcess fr retrspectively versining cntent:

7 Step 1. Cnvert metadata fr cntent which already has a Metadata Value t the new strategy Wrking within the existing flder structure Query fr cntent that has status values: draft, final Cmpare the metadata fr items that have status values Semantically cmpare cntent Where versin candidates are fund, a human will review and authrize the cnversin Define cnversin table fr changing the status value t a versin number Define the exceptin rules Where there is nly ne final versin, all draft r ther versins will be tagged as minr versins Minr versin numbers will be assigned sequentially based n date and time stamps fr the dcuments As cntent is migrated t ECM flders frm desktps and netwrk drives, it is autmatically cmpared semantically and metadata - t existing cntent Where versin candidates are fund, persn Step 2. Aggregate the incming metadata fr all cntent versins New attribute versin number is created fr all ECM cntent and dcuments Versin metadata is recrded in the metadata segment fr migrated cntent Add standard text that indicates the versin number was added after the fact, as part f the ECM migratin strategy and that the versin number is fr versin series management purpses nly

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