When a policy, procedure or guideline document is revised, these revisions should be made in such a way that preserves links to existing documents. In addition, all revisions to documents whose content is on existing web pages need to be communicated to the Office of Academic Technologies.
Revising Documents in “Google Docs” format
Documents that are in Google Drive in “Google Docs” format can be revised simply by editing their text.
- If the existing Google Doc has an existing revision date, then this date must be updated when revisions are made.
- If the existing Google doc has a url to where its content has been published on the web, then the Office of Academic Technologies needs to be informed
Archiving and Revising Documents in “Word” or PDF format
Documents that are in Google Drive in “Word” format that have been revised in Microsoft Word will need to be archived and the revised.
Archiving Word Documents
To archive a document such as one that represents an old version of a policy, procedure or guideline, do the following:
- Locate the document in Google Drive
- Note the revision date of the document
- Right-click on the Word document and chose “Make a copy”
- Locate this new copy (should be same name with ” copy” appended at the end
- Right-click this new copy and chose “Rename”
- Replace ” copy” with the revision date
- Right-click this new copy again and chose “Move to…” and browse to where the file was originally stored
- Locate the original document again
Revising Word Documents
To add a revision to the existing Word document as a “revision” do the following:
- Locate the original Word document in Google Drive
(designated by a “W” icon)
- Right-click on the Word document and chose “Manage revisions…”
- Click the “Upload new version” button and browse to your new version
If the existing Word document has a url to where its content has been published on the web, then the Office of Academic Technologies needs to be informed