Best Practices for Version Control in AV Drafting Projects

In the world of AV system design, precision and consistency are critical. With multiple revisions, teams, and tools involved in a project, keeping track of changes in AV drafting becomes a challenge. That is where version control comes in. Version control is not just a best practice in software development. It is equally essential in AV drafting projects to ensure accuracy, accountability, and collaboration.

Whether you are designing a corporate boardroom, a stadium, or a university campus, your AV drawings must evolve with client feedback, field conditions, and technology updates. This blog explores the importance of version control and shares actionable best practices to help AV professionals streamline their drafting workflows.

Why Version Control Matters in AV Drafting

AV drafting involves detailed diagrams, signal flow schematics, rack layouts, equipment elevations, and network topologies. These elements are often revised multiple times during the design and installation phases. Without a solid system to manage versions, teams risk:

• Working on outdated files

• Losing critical updates

• Introducing conflicts or duplication

• Delaying project timelines

Implementing version control ensures that everyone on the project is on the same page and working with the most current and approved set of drawings.

1. Start with a Clear Naming Convention

A structured naming convention is the foundation of version control. Each file should have a descriptive and standardized name that reflects the project, drawing type, date, and version number. For example:

ProjectName_AudioRackLayout_V1_2025-07-17.dwg

This makes it easier to locate specific versions, track changes, and communicate clearly with other stakeholders.

Best practice tip: Avoid vague terms like “final” or “new.” Use incremental versioning such as V1, V2, V3 to indicate progress.

2. Use a Centralized Storage System

A centralized cloud-based storage system helps keep all team members aligned. Platforms like Google Drive, Dropbox, OneDrive, or dedicated project management tools allow you to store, sync, and access drawings from any location.

Make sure everyone on the team knows where to find the latest version and understands how to check in or check out files for editing.

Best practice tip: Enable file history or revision tracking to access older versions when needed.

3. Implement File Locking or Check-In Check-Out Systems

To prevent simultaneous edits on the same file, use a file locking mechanism or a check-in check-out process. This ensures only one user is editing a drawing at any given time, minimizing the risk of overwriting someone else’s work.

Many AV firms adopt CAD platforms or project management tools with built-in versioning and access control. These features are especially helpful for large teams or multi-location collaboration.

4. Document All Changes

Whether you are revising a speaker layout or updating a signal flow diagram, document what changed and why. This could be done within a change log document or as part of a version history embedded in the drawing itself.

Labeling your changes helps clients, reviewers, and technicians understand the rationale behind the updates. It also creates a useful paper trail for compliance and commissioning.

Best practice tip: Include revision clouds or notes directly on the drawing to highlight what has changed.

5. Create a Version History Log

Maintain a separate version history log file for each project. This document should record the following:

• Version number

• Date of change

• Name of the person who made the change

• Summary of changes

This log acts as a quick reference and improves accountability within the team.

6. Use Collaborative CAD Platforms

Modern CAD tools now support cloud collaboration and built-in version control. These platforms allow multiple designers and engineers to work together, see revision history, and comment on changes in real time.

By using these collaborative environments, AV firms can eliminate many of the bottlenecks associated with file sharing and manual updates.

Popular platforms: AutoCAD with BIM 360, Bluebeam Revu Studio, and dedicated AV design software like XTEN-AV.

7. Schedule Regular Drawing Reviews

Version control is not just about tools. It also involves process discipline. Establish a regular schedule for internal reviews, quality checks, and client approvals. This ensures that the drawing version you are working with is technically sound and approved for the next stage of work.

Best practice tip: Review drawing versions before every key milestone such as installation, commissioning, or client presentation.

8. Always Back Up Your Work

Even with version control systems in place, backups are essential. Store backup copies of critical drawings in a secure and separate location. This protects your project data from accidental deletion, corruption, or cyberattacks.

Cloud services often offer automatic backups, but you should still consider creating offline archives for major milestones.

9. Train Your Team on Version Control Procedures

Everyone involved in the drafting process—designers, engineers, project managers—must understand your version control procedures. Conduct regular training sessions and create a standard operating procedure (SOP) that outlines:

• File naming standards

• Storage location and access rules

• Check-in and check-out workflows

• Documentation requirements

Clear communication and team-wide consistency are essential to making version control work.

10. Integrate Version Control with Project Management

Integrate your version control workflow into your broader project management framework. Use project management tools to assign tasks, track drawing versions, manage timelines, and monitor approvals.

By aligning drawing updates with project milestones and responsibilities, you improve project delivery and avoid costly missteps.

Conclusion

Effective version control is a cornerstone of successful AV drafting projects. It brings order to complexity, reduces rework, and keeps your team aligned with the latest information. From naming conventions and cloud storage to real-time collaboration and documentation, every step in your version control workflow plays a part in delivering high-quality AV designs on time.

As AV systems grow more complex and teams become more distributed, version control is no longer optional. It is essential. Whether you are working on a single-room AV setup or a multi-site rollout, follow these best practices to ensure every version of your AV drafting delivers precision and professionalism.

Read more: https://bence.net/read-blog/32463