You are looking for a way that all can participate on improvements of (e.g.) documents made by someone?
This demands transparency regarding the change in order to enable other to check if the change fits their needs.
You will achieve this transparency using a version control system. The version control system should enable everyone to keep their version but to integrate updates of others. This is quite similar to SW-version control so let's assume branching and merging capabilities in the following.
The corresponding change process should include an aspect that everyone document updates at least with:
- Reason / motivation of update
- Summary of update
The process should also include some notification aspect in order to inform all about a new update.
Finally the process should force some kind of master branch to avoid the other branches to differ away from each other. The process should include a review of the master branch on a regular basis to integrate the best-of developments in order to achieve a common baseline. The other branches should be always based on the current master / baseline.
Realisation might be tricky due to the required branching and merging capability. Assuming this process you could either
- find a nice software that enables merging of your current kind of data or
- you consider switching to a data format that allows merging with a given tool
Both might not be easy...