Removing
Document Revisions
We recommend users retain no more than 20
revisions on a single document. If you exceed 20 revisions, you may experience
issues with accessing the record and a lag in CM performance. This issue is
commonly seen with Word and Excel documents. Use the instructions below to
manage your record’s revisions.
1. Highlight
your modified document in CM.
2. In
the view pane verify the Edit Status and Revisions Number Metadata field are
displayed. Confirm the Edit Status is Checked In and the Revision count does
not exceed 20.
3. If
the count exceeds 20, you may want to remove some of the previous revisions.
a. Right-click
on the highlighted document, select Electronic and then select Revisions
b. A
new window will display all previous revisions in sequential order.
c. At
this point you can review the revisions if needed prior to removing them
i.
Right-click on any one of the revisions and select view
d. Once
all but revisions have been verified to be removed, Right-click, select or tag
all (to be destroyed), select Delete and then OK to All Tagged Rows.
4. All
tagged revisions have now been removed. It is important to note that although
you have removed the revisions from the document the revisions number on the
document will not change.
For further
information or assistance, email the Records Division at Borough.Records.Division@matsugov.us
or submit a Help Desk Ticket using the CM Assistance selection.