Retiring or Obsoleting Documents

You can retire/obsolete a document by:

• Option 1: Deleting it.
• Option 2: Flagging the document as Inactive. Once a document is inactivated, the system will not automatically remove training or other established relationships. When the document displays, (inactive) will be displayed next to the document number and in the status column of the document list. When adding new relationships, inactive documents will be excluded from the default search functions. If you would like to search for inactive documents, you can search on the active flag when available or enter a minus zero (-0) in the value box for the active field type.
• Option 3: Assigning locations and permission groups as a way to remove the document from the available document search. For example: Create a location and permission group called retired and assign only selected individuals to the retired permission group.
• Option 4: Sending the document through the review and approval process and assigning the document revision number as either Archived, Retired, Obsolete, or a similar description. After the document has been approved for retiring/obsoleting, and moved to current, you must then do the following:
  • Uncheck the Active flag (refer to option 2 above).
  • It is recommended that you place the document into an archive/obsolete location (refer to option 3 above).

You can automatically update the Document Expiration date when inactivating a document. Set the DOC_DEACTIVATE_UPDATE_EXPIRATIONDATE to YES in Application Options. When you uncheck the active flag of the document, the current date will be automatically added to the document expiration date.