Tips for Authors and Creators of Digital Content:

VIF highly recommends that all creators of text documents read the VERSIONS Project Toolkit which contains further practical advice for authors and content creators.

Using your Institution's Repository:

Your repository will be able to help. They will have useful guidance and tips and may have policies that you should refer to, so contact them in the first instance.  For example, they might prefer text articles to be submitted in Word rather than PDF's.

Give repository staff all information you can about:

If you have moved institutions, let your new institution know if you have deposited material elsewhere previously, especially if you are depositing old work in a new repository. This will help repository managers make sure that all versions of your work that could appear in more than one place can be identified easily as the same thing, and prevent confusing duplication.

Using Version Control Software:

Many content creators now use computer software to help manage versions of the work they produce. If you create large volumes of work, such applications could be very beneficial to you, and also help organising your versions ready for dissemination using repositories.

The most popular programs are:

This software is open source, available for free, and can be installed with user friendly graphical front-ends (for example: SVNTortoise -

The software can be used flexibly, allowing you to branch off different versions and later merge again.

How to use Different Software and File Formats to Embed Version Information:

There are different ways to include version information in an object. The best or easiest method for you will depend on personal preference and the type of format that the object is. The following guidance should be helpful for content creators in deciding the best way to include version information in their documents and files:

Examples of and guides to how to make the best of common file types and software packages are given in the links below. Microsoft Office has been focussed on as it is the most commonly used. Office for Macs behaves in the same fashion as it is Windows equivalent.











Last updated 21/1/08 | Copyright © 2008 LSE