How do I retire a document?

Content

Published documents can be retired if they no longer need to be displayed in the Main Library or appear in search results for end users. System Administrators and other users with special privileges with access to the Document Tree Set-up will be able to retire and view the documents, and their previous versions without re-publishing them.

There are two options to retire documents

Please complete the following steps to retire documents:

Option 1

1. Navigate the Document Tree to locate the document (s) that you would like to retire. Click the check box(es) beside the document(s), and click Retire. Only published documents that are not in Project Mode can be retired

2. A pop-up box will appear confirming your selection. Click Retire. You can also leave a note as to why the document is being retired.

Option 2

Navigate the Policy & Procedure Library and locate the document that you would like to retire. Click on Quick Edit

 

Tip!

A document in Project mode cannot be Retired. The Project needs to be completed before that.

Once a document is Retired, all circulations and internal links associated with the document will be removed.

The retired documents will also be displayed within a specific area in the system called Retired Documents found under the Setup Tool icon.

The grid includes the Name, Number, Location, Retired Date of the document, Changes and Updates notes as well as Retirement Notes.

Note:  The access/privilege to this area needs to be designated to users other than System Administrators under Profile Management.

Follow the instructions below in order to access the Retire Documents area:

1. Locate the Setup tool Icon and click Retired Documents in the drop-down.
2. The options for action buttons are Delete or Open Report

3. You can also click on the retired document, update/change the metadata, click the History Tab to view or download, and also Unretire the document.

Note: If you unretire a document, the system will create a new version which will have to be published again. The document’s status will read Ready in its original folder. (To publish the document please follow the instructions previously explained in this document under the section Publishing Documents).

Following the process above will remove the document from the main Policies & Procedure library, therefore the only people that will be able to view the retired documents are individuals with access to the Retired Documents Section and the Document Tree Setup, mostly System Administrators.