  CHECK OUT/CHECK IN No, this does not refer to your state of mind between the time your physics professor begins and ends the lecture. This extended definition of check out/check in explains this practice of version control in the document production process and the various manners of implementation. Most version control processes, whether sophisticated or manual, involve some sort of check out, check in arrangement. Some processes require manual intervention from a “librarian” of some sort; some processes are entirely automated. It is probably best to make it clear (when applied to documentation projects) that check out, check in is a part of version control, which is a part of content management, which is a part of publishing. It’s a process within a process, which means that there are many factors that might change the intricacies of the process, and trying to define the process for every one of those factors is impossible. The definitions described here are my best at a high level interpretation of what check out, check in is and how it relates to version control, content management, and publishing.
Documentation teams use check out, check in in several ways. Most of the time, a check out, check in process is necessary when developing documentation (any sort of information product, including books, guides, online help systems, websites, web pages, etc. ) in a collaborative environment. That is, individuals on a team working together on the same files or pages. The following check out, check in approaches may be used this sort of team environment: • You can’t have it until I’m finished This sort of system allows only one person to have a particular file at any given time, preventing team members from overwriting each other's changes. When someone needs to work in a file, they check it out (this may be a manual or automated process), and while they have it no one else can access it. • I have it right now and you better leave it alone This approach does not prevent someone from opening a file that is checked out. They may receive a warning before doing so, but some automated check out, check in systems (like the one within the Dreamweaver software) allow others to override the warning and open a file anyway.
One can clearly see the innate problems within this process. The Macromedia website addresses potential problems by stating “To maximize the effectiveness of the Check In/Check Out feature, the collaborative team members must use it properly.” I’d say. A process like this one requires strict adherence to previously set standards and guidelines, otherwise the version control system it is a part of will completely fail. • Let’s share and compare Some automated check out, check in processes allow two or more people to check out the same file.
When the writers check the file back in, the system compares the file, calculates the differences from the last version and applies them. If there is a conflict, it stops the writers from checking files back in, and forces them to manually reconcile the differences. I guess this system would work okay if the two writers were working in different sections of the document, but I can see where it could become a nightmare. • It’s mine and I’ll check it in whenever I want This approach deploys only half of the check out, check in process. Some teams divide files between team members, who in effect “own” their individual set of files. Each writer is responsible for his or her own working directory, so two team members working on the same file is never a problem. At designated intervals, the writers then submit their files in to an official directory, build machine - or some such location, where the “official” files live.
This of course can pose its own set of problems, previously discussed in the “You’re your own Grandpa” discussion in my Version Control submission for Content Management Concepts I. Almost every version control software supplier out will say something like “Check In/Check Out procedures are not by themselves a content management system.” (Clavister AB. ) Version control, too, means much more than simply making sure files don’t get overwritten as a result of more than one person working in a particular file.
But having good check out, check in procedures is one part of an overall content management system that need not cost thousands of dollars to implement. All it takes is a well-defined process and the team’s strict adherence to that process. References ----. 2004. “Check In/Check Out: managing a Web site in a team environment”. Macromedia. Available urlLink http://www.macromedia.com . ----. 2004. “Sharing files between team members.” Macromedia. Available urlLink http://www.macromedia.com . ----. 2003. “The Check Out and Check In Concept.” Clavister AB. Available urlLink http://www.clavister.com . 
