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Question

File versions versus file types (DOC/DOCX -v- PDF)

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Updated December 13, 2024
asked on December 10, 2024

Can I have some advice on the best way to handle Word and PDF versions of a file.

I have "original" or "source" MS-Word files, which I would like to present to Weblink viewers as PDF files only.

Is it better to:

a) Convert the MS-Word file to PDF and save the PDF as a NEW file (and share this using weblink) or

b) Convert the MS-Word file to PDF as a VERSION of the original MS-Word file, and share this file in Weblink.

Is this possible? What are the pros and cons of each method?

I would welcome suggestions of good practice, both from a technological perspective and alos from a records management perspective.

Regards,
Richard.
 

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replied on December 13, 2024

The main downsides I see to the 2 document solution is that users who can search the full repository will often find both versions and have to know why there are 2.

For the multiple versions, it seems fine as long as the document is no longer being edited. But if someone wants to edit it, they would need to revert to a previous Word doc, make changes, and then re-create the pdf.

For general RM considerations, people generally avoid Office documents as a long-term archival solution. PDFs have become acceptable, as long as the are PDF/A.

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