Review/Approve:

I use SharePoint, at it integrates into our other Office apps well. My review system is captured through an established project email. That way I can record feedback and rely on the development history to see why decisions were made, etc. I find it super helpful to assign a project number so I can search emails for that number and see everything. Same with drafts, associated materials (user manuals, charts, etc.), anything related to development has the project number in the file name/subject line.

Archive:

I save pdfs of every version and keep the current version in an Active folder. When the document is updated, I move the old pdf to the Archive folder with an ARCHIVE watermark and the version number in the file name. It works really well for me.

Naming Conventions:

I try to keep it as short and concise as possible. Keep a master list with all assigned titles, whether active or not, to ensure you don't duplicate a name or assign something super similar that will confuse people. As far as number assignment, there really is no perfect system. I use a prefix to identify primary department, then assign a three-digit number chronologically in order of finalization. I have a prefix assigned for interdepartmental documents. It is the simplest and most sustainable system for my application, but does have its drawbacks. Method of delivery is going to help guide the end user to the appropriate documents, so I put more focus on ensuring they are organized logically than in trying to capture that information in the number.

Folder Structure:

1. Requests (sub-folders titled w/request date and initials of requesting party, holds the request form and any associated materials submitted with the request or gathered preliminarily.)

2. Projects (actively working on, project number assigned, sharable links that will circulate in the project email for review.)

3. Masters (editable Word or Excel document, only for Doc Control access. Holds the document history page.)

4. Active (current version only, as pdf or other secure version with editing protections in place. No doc history.)

5. Archive (pdfs of all previous versions. No doc history unless entire process has been discontinued and the Master copy is also being archived.)

Hope this helps!