Short answer
Version control keeps every saved version of an asset with its history, so users restore or compare earlier versions. Version control is essential for artwork and documents under review. In a DAM, a new version keeps the same asset ID, metadata and links, so channels that reference the asset can receive the newest approved version without re-linking.
How version control works in a DAM
Version control works by storing each upload of a changed file as a new version on the same asset record. The asset ID stays fixed, and the DAM numbers the versions in sequence.
Each version usually records:
- The version number, author, date and a change comment.
- The file itself, with its own previews and renditions.
- The approval status, so only one version counts as current and approved.
Users compare two versions side by side, restore an earlier version, or download a specific one for audit. Metadata usually sits at asset level and applies to all versions, while some fields, such as the review comment, belong to one version.
Every stored version uses storage. DAMSelection assessment: storage, egress and AI credit consumption drive five-year DAM cost more than licence fees, so set a rule for how many versions to keep per asset type.
Example of version control
Worked example: a pharmaceutical brand prepares packaging artwork for a new pack size. Version 6 goes to legal review, and legal requests a change to the dosage text.
The designer uploads version 7 to the same asset. The reviewer compares version 6 and version 7 side by side, confirms the change, and approves version 7. The PIM and the printer portal pick up version 7 through their existing link, and version 6 stays in the history for audit.
Version control in a DAM selection
Version control is defined at Checkpoint 2: Define and proven at Checkpoint 5: Test with your own artwork. Test versioning on an asset that is already published, because that scenario shows what channels and external users receive.
Ask each vendor to show these points:
- Upload a new version of an asset that sits in a brand portal and links to the PIM.
- Show what an external user sees before and after approval of the new version.
- Compare two versions side by side, including layered or PDF artwork.
- Restore an earlier version and show the history entry it creates.
- Set a rule that purges versions older than a set number or date.
The demo script guide turns these steps into a scripted scenario. The TCO calculator shows the storage effect of kept versions.
Common version control mistakes
The most common version control mistake is uploading a new version as a new asset. That habit creates duplicates and breaks every link to the old file. Other recurring errors:
- No rule on which version is live, so channels publish an unapproved draft.
- Keeping every version of every video forever, which multiplies storage.
- Confusing versions with renditions in requirements.
Related terms: Check-in and check-out, Asset lifecycle.
Frequently asked
What is the difference between a version and a rendition?
A version is a changed edition of the asset itself, such as artwork version 7 after a text correction. A rendition is a derived file of one version, such as a WebP for a marketplace. A new version triggers new renditions.
How many versions should a DAM keep?
A DAM should keep every version of regulated artwork and contracts for the retention period your compliance team sets. For high-volume photo and video assets, keep fewer versions. DAMSelection rule of thumb: decide retention per asset type at Checkpoint 2: Define.