Keeping versions of files

A Versions Toolkit has been produced by the Versions project in the UK. This is a guide for Researchers and Repository Staff in the context of Open Access. It offers advice on how to manage and organise your information in a digital world. You can download the full version of the toolkit here. However, their top 5 hints with regards to the different versions of your files are

1. Consider and plan how you will store and name your personal versions of files.
2.  Keep permanently your own Author-Created Submitted Versions and Final Author-Created Accepted Versions of your research publications.
3. Add the date of completion of manuscript to the first page of any versions you create, especially the milestone versions.
4. Consider carefully how you will disseminate your work before signing any agreeements with the publishers and keep a copy of all signed agreements.
5. Deposit your work in an open access repository and think of your readers by guiding them to your latest and published versions 

Journal Articles
In this context it is useful to be aware of the most popular versions of a journal article which are generally termed as the Pre-Print, the Authors Final Version,the  Published Version.
The Pre-Print is the pre-refereed version. This is the version that will be submitted to a Publisher to go through a peer review process.
The Authors Final Version is the version the author receives back for proof reading after the article has been through the peer review process and all changes have been made. While it may have the publishers name on it, there will be no volume or issue information and  it may have "draft" or "submitted"imprinted on it . In most cases, this is the version you can put up on an open access repository
The Publishers PDF...this is the article as published, it will have the publishers branding on it and full citation information. In most cases you are not permitted to upload this version to an open access repository.