How do version control and the Aconex audit trail work?
What is version control?
Version control records any change made to a document or its metadata (like the document status or attributes) by keeping a copy of every version of the document.
Version control operates on a Project level. When you update a distributed document, you update the version of that document.
So when a document is first registered, it’s Version 1. Each time that document’s superseded, the version increases by 1. This is maintained regardless of:
- the order in which documents are transmitted or issued
- the order in which the document is updated in the register
- the Revision field value.
Version control helps ensure that all project participants are using the latest version of a document.
It’s also an element good project governance and due diligence. Version control is an important part of the Aconex audit trail.
What is the audit trail?
The Aconex audit trail records the changes made to documents, mail and reports in Aconex. It lets you see who was responsible for which decisions.
The Documents audit trail includes:
The Document History tool, which logs all versions and revisions of a document.
The Event Log, which tracks every change made to a document by people in your organization, as well as who made the change, and when. It also links to relevant transmittals, so you can see who the document was distributed to.
The Mail audit trail is the mail thread, which shows who was involved in a conversation, when mail was sent, and what details were included in the mail.
All reports you create in Aconex will also be saved in Aconex, and have their creation recorded by the system.
Every user has access to most of the information making up the audit trail for their own organization, but project administrators and organization administrators can restrict access to some information.
How long are records kept?
When your project finishes, information is not deleted.
Your project’s records will be kept according to the legal requirements imposed by the country or region where your project’s data is located. Aconex is fully compliant with the laws and regulations for data security and storage for each country we operate in.
For a reasonable fee, Aconex can provide you with a Project Archive. This is a read-only copy of all your organization’s activity in Aconex over the life of your project.