Documents keep every file you upload. This article covers uploading a replacement, opening files, and changing a version's status.
Upload a new version
Open the document from Standards > Documents.
On the Current document card, choose Upload new version, or drop a file (overlay: Drop to upload a new version).
Confirm with Upload new version, or Choose another file / Cancel.
When asked Activate the new version?, choose Activate or Keep as draft.
Same file rules as the first upload: PDF, Word, spreadsheets and images, up to 50 MB. Verification may run again — see How AI verification works when you upload.
Open and preview
On the Current document card: Open file, and a version selector when more than one version exists.
In the Versions table: View opens that version's file.
The versions table columns are Ver., Name, Upload date, Status and Actions. If there are no versions yet: Upload a file to create the first version.
Change status
On a version row, open Change status. Depending on the current status you may see:
Activate — make this version Current.
Mark superseded — mark it as replaced without archiving.
Archive — retire the version. Archived versions stay on the record but are no longer live.
You can't reverse an archive from this menu — plan before archiving. Meaning of each status is in Document statuses explained.
Edit metadata without a new file
Use Edit metadata to change area, type, review due date, owner, scope, tags and (admins) visibility without uploading. That does not create a new version.
Deleting a document
Admins and auditors can choose Delete document. Confirm carefully — deletion is permanent. Required FSMS placeholders may ask you to Mark as not required and delete instead of a plain delete.
Archiving a version is softer than deleting the whole document: prefer Change status > Archive when you only need to retire a file.