Which repository for group work?
The most commonly used repository for storing computer files is the folder, or directory. While this is perfectly suited for managing files by a single user on their local hard drive, it quickly shows limitations for collaborative work.
To work on a file, the technical writer uses an application that reads the file from their hard drive and loads a copy into RAM. Modifications are made on this copy. When the technical writer saves their changes, the program overwrites the previous version of the file on the hard drive. The previous version is therefore permanently deleted unless the program has created a backup copy or the technical writer uses the Save As function, not Save, to create a new version of the file. In the first case, there are only two versions of the file at any given time: version n and version n-1. In the second case, the technical writer can create as many versions as needed, for example by adding the suffix -1, -2, etc., to the file name.
However, the programs do not support concurrent modification of the same file by multiple technical writers. In the case of a file available on a network drive, let’s imagine that Arsène and Louise open the same version of this file in a text editor. They each make different changes to the copy loaded in RAM, then save their work. Arsène saves his changes first, then Louise. The next time the file is opened, only Louise’s changes will appear in the file.
To prevent this, many programs lock open files. This means they are only available for reading as long as the user modifying them has a copy open in RAM (i.e., until they close it). It is therefore not possible with this system to allow multiple users to work on the same file and make batch modifications across files, such as changing the path of all images.
If the program used does not lock open files, constant coordination is required between team members.