Digital organization
Identify the current version of a working file
Gather every candidate copy and compare what changed between them, who approved which, and whether the content matches the decision that was made. A modified date shows when a file was saved, not which version people agreed on.
A text to start with
I have these candidate versions of [file description]: [file names, dates, and who sent or saved each]. Approval evidence I can point to: [emails, comments, sign-off notes]. Differences I have already noticed: [list]. Help me compare them. List what changed between versions, which have approval evidence and which conflicts remain unresolved. Produce a comparison only. Do not name a final version without evidence.
Example request. Change the details to fit your situation.Version comparison record
File being identified: [ ] Decision or approval this file should reflect: [ ] Candidate version name and location: [ ] Date saved and by whom, if known: [ ] Changes compared with the previous candidate: [ ] Approval evidence (source, date, what it refers to): [ ] Content checked against the approved decision (yes, no, partly): [ ] Unresolved conflict between versions: [ ] Person who can settle it: [ ] Version confirmed as current, and by whom: [ ] Date confirmed: [ ] Other candidates moved to: [ ]
Newest is not approved
A later timestamp may come from someone opening and saving the file, from a sync tool, or from a reviewer's unapproved edits. A copy named final may predate comments that changed the content. Look for approval evidence tied to a specific version, such as a message that quotes a particular figure or paragraph. Compare actual content, since two files with different names can be identical and two with the same name can differ. If approvals point to different versions, record the conflict and ask the approver.
Ask another agent to check the result
Check whether this comparison treats the newest timestamp as the approved version. For each candidate, ask what approval evidence ties to that specific content. Point out conflicts between approvals and any versions that look identical but may differ in substance.
Confirm with the approver
Send the approver a short note naming the leading candidate and the specific changes it contains, and ask them to confirm or point to another. Once confirmed, label that copy using your naming convention and record the confirmation. Move other candidates to an archive folder rather than deleting them, so you can trace decisions later.