Document version

Document version refers to a specific, identifiable point in a work’s development — a manuscript is rarely a single fixed object; it passes through several iterations between initial drafting and final published form, and each of those iterations may be tracked, cited, and made accessible independently of the others.

The core version chain in scholarly publishing

CASRAI’s vocabulary, along with most publisher and repository self-archiving policies, distinguishes three core versions of a journal article as it moves toward publication:

• Preprint — the author’s manuscript as submitted or posted prior to (or independent of) formal peer review.
• Author accepted manuscript (AAM) — the version that incorporates all changes made during peer review and has been formally accepted by the publisher (see date of acceptance), but has not yet been copyedited or typeset by the publisher.
• Version of record (VoR) — the publisher’s final, formatted, typeset, and citable version, published on the journal’s own platform (see date of online publication).

Which version a given self-archiving policy, funder mandate, or repository permits an author to deposit varies — most publisher policies permit only the accepted manuscript, not the version of record, to be self-archived, and may attach an embargo to that permission. See CASRAI’s comparison of preprint vs. postprint vs. version of record for a fuller breakdown of the terminology and what each stage permits.

Why version identity matters for citation and compliance

Because the preprint, accepted manuscript, and version of record can differ in wording, figures, and even conclusions (peer review can meaningfully change a manuscript), citing or depositing the wrong version can misrepresent the work. Funder open access mandates and journal citation guidance typically specify which version satisfies a given requirement — commonly the accepted manuscript for repository deposit, and the version of record for the definitive citable reference.

Worked example

An author posts a preprint to a subject repository in January, submits the same manuscript to a journal, and after peer review the journal accepts a revised version in April (the accepted manuscript). The journal publishes its own typeset version online in June (the version of record). All three versions may legitimately coexist online at once, each carrying its own document version identity, and — depending on the repository — a distinct DOI.

Counter-example

Two PDF exports of the exact same accepted manuscript, saved under different filenames but with identical content, are not different document versions — a document version reflects a genuine change to the substantive content of the work, not merely a different file format or filename for the same content.

Frequently Asked Questions

How many document versions does a typical journal article have?

Most commonly three — preprint (optional), accepted manuscript, and version of record — though some repositories and preprint servers also track sequential preprint revisions (v1, v2, v3) as further distinct versions.

Which version should I deposit in a repository?

Check the specific publisher’s self-archiving policy — most permit depositing the accepted manuscript, often after an embargo, and restrict depositing the version of record without a separate open access license.

Which version should I cite?

The version of record is generally the definitive citable version once it exists. Cite a preprint or accepted manuscript explicitly as such if the version of record is not yet available.