Automated Versioned PDF Archive in Google Drive
A versioned archive gives you a permanent record of what a document looked like at each significant point in time. This is valuable for contracts, policies, reports, and any document where the history matters.
Version number vs. timestamp
Version numbers (v1, v2, v3) are clean and readable but require tracking the current version number somewhere. Timestamps (2026-03-13_09-30) are self-documenting and require no state management. Use version numbers for short, predictable sequences and timestamps for open-ended archives.
Storing the archive in Drive
Create a dedicated archive subfolder for each document. Name the subfolder after the document and place all its PDF versions inside. This keeps the archive organized without polluting the main output folder with dozens of similarly-named files.
Retention policy
Decide how long to keep old versions. A cleanup function that runs monthly and trashes versions older than six months or twelve months prevents the archive from growing indefinitely. Store the retention period in PropertiesService so you can adjust it without editing the script.
Frequently Asked Questions
Can Drive version history replace a PDF archive?
Drive's built-in version history works for Google Docs but does not create separate PDF files. If you need standalone PDF versions, the archive approach is necessary.
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