Have you ever worked for long hours on a document only to lose all of the changes you recently made to it? I believe that has happened to everyone at some point in the past whether it be with Word, Excel, or PowerPoint documents. Traditionally people save documents as document_name_v1.docx, document_name_v2.docx, etc. While it works, this approach makes for a very inefficient use of disk space, especially on the network server shared folders. There has to be a better way. In fact, there are two modern ways to use the concept of document versioning in a Microsoft environment that benefit the end user and also make efficient use of computing resources.
OneDrive for Business offers the ability to store files on the Microsoft cloud. One can access them from multiple computers or devices. Your documents can be shared with others. This product differs from the consumer version of OneDrive in that it is an enterprise-grade solution that uses your work account as opposed to your personal account. Think of OneDrive the same way you use a corporate shared folder that your department might use, but instead of being on premise, documents are stored in the Microsoft cloud. SharePoint, on the other hand, is a team-based collaboration platform solution which supports document management features such as Content Approval, Versioning, and Check-In/Check-Out features. Both OneDrive and SharePoint uses Document Libraries for the storage of, well, documents! Document Libraries support document management features so you can take advantage of them to automatically have versions of your document created as you work on them. By leveraging OneDrive or SharePoint (on-premise or online) you can have your documents stored in two locations so that if there are issues with your on-premise storage you have a fallback storage area to retrieve any version of your document. The synchronization from your local storage (C: drive, network shared folder) is done in the background.
You can use versioning to:
Talk with your IT/IM Team today about leveraging document versioning within your organization!