> Document version control software: every change as its own version, with change reason, word-level comparison, AI change summary and archived revisions.

Source: [https://docxpert.io/en/features/version-control](https://docxpert.io/en/features/version-control)

# Document Version Control Software for Quality Teams

## Why version control is more than a file name

“SOP\_Purchasing\_final\_v3\_new.docx” – every quality team knows file names like this. They show the core problem: versions are created on the side, without a defined process. Nobody can say for sure which version is approved, what changed compared with the previous one and why.

ISO 9001 clause 7.5.3.2 requires **control of changes** and retention of traceable versions. In regulated industries such as medical devices, you also have to show that changes were assessed and approved by authorised people. Real version control meets these requirements automatically because it allows changes in only one way: through a new, reviewed version.

## How versioning works in docxpert

1.  1
    
    Create a new version
    
    The starting point is always the currently approved version. The new version automatically receives the next version number and starts as a draft.
    
2.  2
    
    Make the changes
    
    You edit the content in the editor or upload a new file. Comments and [suggestions](https://docxpert.io/en/features/change-control) from colleagues can be accepted or rejected directly.
    
3.  3
    
    Record the change reason
    
    Before submitting, you describe why the document changed. On request, AI drafts a summary of the changes as a suggestion.
    
4.  4
    
    Review and approve
    
    The new version goes through the [approval workflow](https://docxpert.io/en/features/approval-workflows). It only becomes effective once approved.
    
5.  5
    
    Archive the previous revision
    
    The previous version is archived automatically. It stays readable as evidence but is clearly marked as superseded.
    

## Features at a glance

Word-level comparisonAdded and removed text is highlighted side by side – ideal for reviewers and for informing employees.

Complete version historyAll versions with date, author, change reason, reviewer and approver in one place.

AI change summaryAI summarises what changed between two versions. The text remains a suggestion that you review and adapt.

Version diagnosticsInconsistencies between version number, status and content are detected and shown before an auditor finds them.

Targeted communicationA new version can trigger read confirmations and retraining – see [read and understood](https://docxpert.io/en/features/read-acknowledgement) and [training management](https://docxpert.io/en/features/training-certification).

Tamper-evident evidenceEvery version change is logged in the hash-chained [audit trail](https://docxpert.io/en/features/blockchain-audit).

Change requests before the new version · Screenshot with sample data

## Standards reference

| Standard | Requirement | Implementation |
| --- | --- | --- |
| ISO 9001:2015, 7.5.3.2 | Control of changes, retention and disposition | Versions with change reason, approval and archive |
| ISO 13485:2016, 4.2.4 | Changes are reviewed and approved by the original approving function or a designated function | Approval rules per document type, log of approvers |
| ISO 13485:2016, 4.2.4 | Prevent use of obsolete documents and define retention | Automatic archiving, marked as superseded |
| ISO/IEC 27001:2022, 7.5.3 | Control of changes to documented information | Version history and audit trail |
| EU GMP Annex 11 | Traceability of changes in computerised systems | Audit trail with person, time and reason |

## When a new version is needed – and when it is not

Not every typo fix justifies a full approval cycle, but every change in content of a controlled document needs a new version. A simple rule works well: if what someone should do, how they should do it or who is responsible changes, you create a new, approved version. Typical triggers are:

-   Results of audits, deviations or corrective actions
-   Changed standards, laws or customer requirements
-   New machines, materials, software or suppliers
-   Organisational changes such as new roles or departments
-   A periodic review in the review cycle, even if nothing changes in content

### Common versioning mistakes

-   **Changing the approved document “on the fly”** – without a new version and without review.
-   **No change reason** – in the audit nobody can explain why something was changed.
-   **Old versions are deleted** – so there is no evidence of the rules people previously worked to.
-   **The people affected are not told** – the new version is effective, but work continues according to the old one.

docxpert prevents these mistakes by design: approved versions are read-only, the change reason is part of the submission, previous revisions are archived instead of deleted and distribution to the people affected can be linked directly to the approval.

## Example: changing an inspection instruction after a complaint

After a customer complaint, final inspection needs an additional check. The quality engineer creates a new version of the inspection instruction, adds the step and references the related [CAPA](https://docxpert.io/en/features/capa-management) in the change reason. The production manager reviews the change in the word-level comparison, and the quality manager approves it.

On approval, the old version is archived, controlled printouts of the previous version lose their validity and all final inspection staff receive a read confirmation with a deadline. In the next audit, the version history shows the complete path from complaint to implemented change.

Tip for change reasons

Write the change reason so that it still makes sense in a year: trigger, affected section and reference to the source (e.g. CAPA number, audit finding, change in a standard).

## Frequently asked questions

How are versions numbered?

Each new version automatically receives the next whole version number. Drafts only become the effective version on approval.

Can I compare any two versions?

Yes. The comparison shows added and removed text side by side at word level.

Are old versions deleted?

No. Older versions are archived and remain readable as evidence. Approved documents cannot be hard-deleted.

What happens to printouts of the old version?

Controlled copies are tied to a version. When a new version becomes effective or the document is withdrawn, the QR code check shows the copy as invalid.

How do I inform employees about a new version?

On approval you can send read confirmations to people or whole departments, each with a deadline. If the document is the basis of a training, docxpert automatically schedules retraining on the new version.

Does AI make changes on its own?

No. On request, AI drafts a summary of the changes as a suggestion. Content and approval stay with the responsible people.

## Read next

[Document controlControlled documents with status, validity, review cycles and access rights – aligned with ISO 9001 clause 7.5.Learn more](https://docxpert.io/en/features/document-management) [Change controlComments, suggestions and change requests with review before a new version is created.Learn more](https://docxpert.io/en/features/change-control) [Review & approvalSingle and dual-stage approvals with rules per document type, delegation and complete evidence.Learn more](https://docxpert.io/en/features/approval-workflows) [Controlled copies & withdrawalMake printouts verifiable by QR code and withdraw invalid documents with evidence.Learn more](https://docxpert.io/en/features/controlled-copies) [ISO 9001 document controlWhat clause 7.5 really requires – and how to implement it without bureaucracy.Learn more](https://docxpert.io/en/guides/iso-9001-document-control)

## Try docxpert free for 14 days

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