On Wed, Jun 18, 2014 at 11:08 AM, Glen Sanderson <[log in to unmask]
> wrote:

> Ver1,  if a higher Ver exists
> Same with V1, V2, where a higher V exists or Rev 1, Rev 2....
> Document1.doc, Document2.doc and so on.
> XLT Files
>

In instances where versions or revisions, it REALLY depends on what the
documents/files are.

These are many cases (an example might be a policy or procedure) where
retaining the earlier versions can be a critical component in an
investigation of an accident/incident, where a practice that was consistent
with the requirements of an earlier version/revision of a policy/procedure
that was in-force at the time occurs.

I've seen this in numerous cases with audits.  Not just in safety/process
related issues, but even some financial issues.  There was an IG audit
looking at expense reports that spanned a period of 3 years and both the
reimbursement rate and per diem had changed over the time frame.  The group
of individuals whose documents were being questioned had expenses that
spanned two fiscal years, turned in reports in the second fiscal year, and
without having the earlier policies they wouldn't have been able to justify
the reimbursements.

There's also cases related to "orders, directives and guidance" included in
Contracts that changes and the earlier versions are necessary to show why
you did (or didn't do) certain things that are compliance related.

And let's not forget the example brought up regularly here about
engineering/architectural construction and as-built drawings, like those
related to the hotel in KC, MO.

Similar to the earlier comment about native file, TIFF, PDF... unless you
can compare the 'formats of the file' to ensure the actual content
represented are the same, there's no way at a casual glance to know for
sure  DeclarationofIndependence.DOCX, DeclarationofIndependence.TIF and
DeclarationofIndependence.PDF are REALLY the same file... they just have
the sdame file name, and could have absolutely nothing to do with each
other.

Larry
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-- 


*Lawrence J. Medina Danville, CARIM Professional since 1972*

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