Where software is loaded onto a number of computers in an organisation, it is very desirable that the same software version is used on each. Use of a common version ensures that various kinds of files such as word processing documents, spreadsheets, data files and email can be shared between staff in various locations without any concerns about data conversion or inability to read others' files.
The way to achieve this commonality within an organisation, particularly a large one, is to establish a system library of software and control the distribution of that software through a documented process.
This process is aimed in particular at keeping track of different versions of the same item of software. Software is regularly upgraded, on average every 2-3 years. Between major upgrades, minor upgrades or service packs can be released, mainly intended to correct problems or bugs. It is important to manage this process, known as version control, to ensure that all users are equipped with the same version of the software. If different users have different versions this can lead to compatibility problems, as even within the same item of software files created in one version may not be compatible with another.
The most effective way to manage version control is to deny users the right to upgrade software or install new software themselves. Software upgrades must then be carried out at the instructions of the systems administrators in a controlled manner according to the documented technology strategy plan.
This then raises the issue of when to update software to a new version.
