Ed Ross

Document Management with Subversion

Version control systems like CVS, Subversion or MS Visual Source Safe are essential tools for managing source code.  However, they can also be used to manage standard company documents, like financial spreadsheets, marketing literature, logos, etc.. I've found this a successful approach for managing shared documents and non-technical staff are soon happy using the system.

The general concept is to have a central document repository. The users work on their own local copies of the repository. You have to explicitly fetch updated documents, and explicitly check-in your changes.  This may seem like effort - but retaining explicit control over these basic actions is what makes the system work.

I recommend using Subversion (SVN) which allows version of directories and renaming of files.  Together with Tortoise SVN client, which integrates into Windows Explorer.  There are several options for the SVN networking, we use the svnserve approach.  (If you are installing SVN on a remote unix server you can tunnel your connections over ssh to get a secure connection.)

One thing to take care over is delete operations.  Once you've marked a file for deletion, undoing this operation is difficult because the file has been removed. It would be better if tortoiseSVN kept the local file with a mark against it - so it could be used as a target to undo the delete.

Company Formation Tips

In the course of my work as a custom software developer I sometimes encounter clients who need to setup a company to hold the intellectual property rights to the software.  So I thought I would put together a set of useful links for doing this.  Rather than providing lists of options for you to wade through I just include links to companies myself or my contacts have used in the past.

• Jordans - Company Formatation - Creating your limited company and registering it at Company House. You will need a minimum of one director and one company secretary. £141 (£120+VAT). See Companies House guidance on New Companies.
• Tax Assist - Accountancy. You'll need an accountant to assist with end-of-year returns to companies house, personal tax returns to HMRC (which you are required to submit as a company director) and PAYE/NI if you have staff.
• The Logo Company - Design of logo and stationery with unlimited revisions. £99.5 ($199). See also Companies House guidance on information to display on stationery.
• Inky Little Fingers - Stationery Printing. 500 letterhead and 500 compliments slips £116.3 (£99+VAT)

If your new company will be commissioning software, make sure that one of the deliverables in the source code.  For non-techies, the source code is what the developers will actually write when implementing your system.  Often, I've come across companies who have bought both development and hosting of a web service - with no access to the source code they can't switch suppliers. If you are commissioning native (desktop rather than web) software, then you also need the source code, not just the compiled binaries.

The best way to get the source code is to link into your service providers CVS system and get regular updates. This also provides an additional backup of the source code.