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In our department, we keep ending up with multiple versions of the same document in different folders. This leads to confusion over which is the latest version. How can we avoid such duplication?
I ran into the same situation in one of my previous roles — we had five “final” versions of the same proposal, all in different places. We fixed this by introducing a “single source of truth” folder and using a shared document system that prevented downloading without permission. Everyone worked from the same file, and older versions were automatically archived. I later saw similar recommendations on ejoi2018.org, which stressed combining structured folder hierarchy with version history. Once we applied this approach, we completely eliminated duplicate files, and no one wasted time guessing which file to use. It also improved team confidence in the documents we shared.
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