As NetDocuments consultants who’ve completed 500+ implementations, we’ve seen countless scenarios where well-intentioned users create unnecessary confusion by deleting document versions. While NetDocuments allows you to delete individual versions, this feature often causes more problems than it solves.
See: How to restore a deleted version in NetDocuments
The Version Numbering Problem
Here’s what happens when you delete a version in NetDocuments: the version numbering sequence continues as if nothing was deleted. This creates gaps in your version history that can be incredibly confusing for anyone reviewing the document later.
Real-World Examples
Scenario 1: You have a document with versions 1, 2, and 3. You delete version 3 because it contains an error.
When you save the next version, NetDocuments creates version 4—not version 3. Your document now shows v1, v2, and v4, with v3 mysteriously missing.
Scenario 2: You have versions 1, 2, and 3. You delete version 2 (perhaps an intermediate draft you want to remove). The next save creates version 4, leaving you with v1, v3, and v4. Anyone looking at this document will wonder: “What happened to version 2? Was there a mistake? Did we lose important changes?”
Why This Matters
1. It Looks Like a Mistake
When colleagues see v1, v2, v4 (missing v3), their first thought isn’t “someone intentionally deleted a version.” Their first thought is usually “something went wrong” or “we’re missing a version.” This triggers unnecessary investigations and wastes time.
2. Audit Trail Confusion
Law firms rely on complete document histories for client matters. Missing version numbers raise questions during audits, discovery, or client inquiries. Even though the deleted version technically exists in Deleted Items, the gap in numbering creates doubt about whether the document history is complete.
3. The Deleted Version Creates a New Document
Here’s where it gets even more confusing: when you delete a version, NetDocuments places it in Deleted Items as a new document with a new Doc ID. The Created Date shows when it was deleted, and the Modified Date shows when that version was created. This means:
- The original document has a gap in its version sequence
- A separate “document” exists in Deleted Items with its own Doc ID
- The relationship between these items isn’t immediately obvious
- Recovering that version requires understanding this unusual behavior
4. Training and Support Overhead
Every time someone encounters a document with missing version numbers, it requires explanation. You’ll find yourself repeatedly answering: “Why does this jump from v2 to v4?” This adds unnecessary training burden and support tickets.
What to Do Instead
Rather than deleting versions, we recommend:
Make Another Version the Official Version: NetDocuments lets you designate any version as the “official” version, regardless of its version number. If version 3 contains errors but version 2 was correct, make version 2 the official version. Use the version description field to document what happened—for example: “Version 3 contained incorrect data. Reverted to v2 as the official version pending corrections.” This preserves the complete audit trail while clearly indicating which version to use.
Use Version Comments Consistently: Add detailed notes to problematic versions explaining the issue (e.g., “DRAFT – DO NOT USE – Contains incorrect client data” or “Superseded by v2 – see version description”)
The Bottom Line
NetDocuments’ version deletion feature technically works as designed—the numbering continues sequentially. But “working as designed” doesn’t mean “good for your users.” The confusion created by missing version numbers and the odd behavior of deleted versions appearing as new documents in Deleted Items makes this a feature we recommend avoiding in most situations.
Instead, use NetDocuments’ built-in “official version” feature combined with clear version descriptions to manage your document history. This approach maintains complete audit trails while giving you the control you need over which version is actively used.
Your document management system should make information easier to understand, not more opaque. Gaps in version numbering do the opposite.
Need help optimizing your NetDocuments environment? At Optiable, we’ve helped hundreds of law firms implement best practices that keep document histories clean and understandable. Contact us to learn more about our NetDocuments consulting services.