AINUA AI Academy
F6.7 · Foundations

Beginner · launch completion · 23 min core lesson · 4 min quick note

Collaborate, name versions and keep an audit trail

Make it obvious what changed, who approved it and which file is final.

AI practiceHuman judgementEvidence
Nia and Kio introducing Collaborate, name versions and keep an audit trail
Cold open

If a folder contains FINAL, FINAL2, FINAL2-really and FINAL2-really-use-this, the project does not have version control. It has a suspense plot.

By the end, you can

design a simple version system, record AI-assisted changes and hand work to another person without confusion.

Quick note · 4 min

A useful filename identifies the project, item, date or version and status.

Do now: Rename one current file using a consistent convention.

An audit trail should explain decisions, not surveil ordinary work.
Why it matters

Collaboration fails when people edit different copies, cannot reconstruct a decision or mistake a draft for an approved result.

01

Use one source of truth

Choose one shared location or named master file. Give collaborators the access they actually need and avoid sending uncontrolled copies through many channels.

Separate draft, review and approved states. A person should be able to tell which state a file is in before opening it.

02

Name versions for retrieval

Use a short convention such as Project_Item_v03_2026-08-21_DRAFT. Increase the version after meaningful changes rather than every keystroke.

Do not overwrite an approved original. Create the next version and record why it changed.

‘Final’ is a status, not a filename philosophy.
03

Record decisions and AI involvement

Keep a small change log: date, editor, change, reason, source and approver. Record material AI use when it affects claims, media, code or decisions.

The log should be proportionate. It exists so the team can recover, review and learn—not to create paperwork as a competitive sport.