When a document changes, for example a RAMS is revised, you can't swap the file on the existing site document. Instead, deactivate the old one and add the new version as a new site document. You can also deactivate a document that's no longer needed.
What you can change on an existing document
Open the document from the Site Documents tile. You can change:
the Document name and Tags (pencil icons)
the Reading time (pencil icon under Signing requirement)
when it's available, under Scheduling > Change
Replacing a document with a new version
Open the old document and select Download to keep the signed record. See See who has signed and download the signed record.
Under Status, select Deactivate, then Confirm.
Select New site document and add the new version. See Add a site document.
Include the version or date in the name so it's clear which is current.
Everyone who needs to sign it will be asked to sign the new version, as it's a new document.
Deactivating a document
Open the document from the Site Documents tile.
Under Status, select Deactivate, then Confirm.
The document is no longer sent to anyone. You can still find it in the Deactivated tab.
Use Case
Super Users and H&S Managers keeping site documents up to date when RAMS, method statements or site rules change.
đĄ Tips
Deactivate the old version at the same time as adding the new one, so people don't sign an out-of-date document.
Tidy up regularly. Deactivating documents that are no longer needed keeps the Active list short and easy to scan.