Field notes · Jonathan Malchow Vega

Which version should I trust?

The newest file is not always the authoritative one.

Last reviewed 25 October 2026

Three files, one question

Imagine opening a shared folder and finding “Policy final,” “Policy final revised,” and “Policy final approved.” One has the newest modification date. Another was attached to the approval email. A third is linked from the staff handbook. Which should a colleague use? The filenames do not resolve the conflict.

Authority needs a record

Choose an authoritative location and record who is responsible for the document, its status, version, and review date. Link to the approval record where appropriate. A later edit should not silently become an approved policy simply because it was saved most recently.

Make old versions understandable

An earlier version may still be needed to explain a past decision. Label its status and relationship to the current document rather than deleting it automatically. A retention decision should consider the organization’s obligations and the purpose of keeping the record.

Start with one collection

Take ten documents that people regularly ask for. Can a new colleague identify which version to use without asking the author? Record the gaps in the cleanup planner. A small, consistent description practice is a useful first step before changing the whole shared drive.

Try the free tool →

Related in the DESCRIBED series: What the final document leaves out (Data Exhaust)