9/12/2023 0 Comments Annotation edit licenses![]() Is the review requested for input to the document, in which the author is responsible for analyzing the input and then making a decision? This scenario leads to annotation with no changes to the underlying document.Is the review requested for both input and updates to a document, in which multiple authors/contributors can update the document? If yes, then this scenario requires document editing.Where editing, versioning and annotating usage can get blurred is when a document has been created and additional review or input is desired or required. Large Documents – where different team members add different componentsĬollaboration – Versioning – Editing and Annotation.The addition, deletion and other changes to a document for output (e.g., manuscript, reference book, messaging document, newspaper article, etc).Formatting/Styling Updates - Comprehensive updates to fonts, images, and overall formatting of a document’s presentation.Document Creation – where the document doesn’t yet exist.Scenarios where document editing will always be more applicable than annotation include: Document editing allows multiple users to make changes to the text and content of the document in the native application, and often involves getting the document to either a final state, or providing changes to wording in the document. Document editing is making a change to the document itself rather than adding a layer of annotations that could include comments or graphical items (e.g., arrows or circles). ![]() Whether it is Office 365, Google Docs, or even simply emailing a Word document between a team with track changes on, document editing is significantly different that document annotation. Tweet this Document Editing – A Build Approach This way, the original file is preserved as evidence, if required. Users should not have to edit (or even have the ability to edit) the original image/video file when coordinating with adjusters and body shops to draw annotations on top of the photo/video. Photos and Videos – Auto Insurance Damage photos (and Dash Cam videos) are often added to a claim file.Invoice Dispute – Items in dispute can be highlighted or circled without the need to edit the original invoice.Annotations can be used to highlight, but never change the content of the document. Submission Records – Documents submitted to regulatory bodies should be preserved.Annotations can highlight key portions of the document, but should never change the content of the document. Evidence Records – Police reports or other evidence should be always preserved as a record.Scenarios where annotation will always be more applicable than editing include: For some scenarios (insurance claims, legal), the annotation could also become a record. Annotations, on the other hand, are stored as separate components with security that allows a variety of access rights to both versions as well as annotations. With typical document management systems, the underlying document is preserved as a version in the repository with any changes creating a new version. As the annotation is a layer on top of the document, the document is preserved as a record without any modifications to the document itself. Key to understanding the primary driver for annotations versus ‘simple’ editing is the record and evidentiary value of annotations. Document Annotations – A Record Making Approach We also add our recommendations along the way, based on our experience over the last 24 years working with clients to modernize their document management efforts. Technically, while most tools provide some level of collaboration when used by multiple people, there are some major differences with regards to collaboration when editing and annotating documents.įor this post, we will look into the differences between Document Editing Collaboration and Collaborative Document Annotation covering different user scenarios. One of the most overused words in the software industry is collaboration.
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