Version History

RAMSdoc automatically tracks versions of your documents. Every time a document is approved, a version snapshot is saved. This page covers how versioning works and how to manage document revisions.

How versioning works

• Each document starts at version 1 when first created.
• When a document is approved, that version is locked and a snapshot is saved.
• If the document needs updating, a new draft is created as the next version (version 2, 3, etc.).
• Previous versions remain accessible in the version history — they are never deleted.
• The previous version is marked as superseded when a new version is approved.

Viewing version history

1. Open any document.
2. Click Version History in the toolbar (or the version number badge).
3. You will see a list of all versions with:
   • Version number
   • Date approved
   • Who approved it
   • A summary of changes (if provided)

[Screenshot: Version history panel showing multiple versions with dates and approvers]

Comparing versions

To see what changed between two versions:

1. Open the version history.
2. Select two versions to compare.
3. RAMSdoc highlights additions, removals, and modifications across all sections.

This is useful when reviewing what has changed since the last site briefing or when auditing document history.

Creating a new version

When conditions change and a document needs updating:

1. Open the approved document.
2. Click Create New Version.
3. The document is duplicated as a new draft (version N+1) with all content from the previous version.
4. Edit the sections that need updating.
5. Submit for review and approval as normal.

Common reasons for creating a new version:

• Site conditions have changed (new hazards, different access routes)
• The work scope has expanded or changed
• Regulations have been updated
• A near-miss or incident has highlighted a gap
• The review period has expired

Tip

When creating a new version, add a summary of what changed and why. This helps reviewers understand the update and maintains a clear audit trail.

Review periods

RAMSdoc can track review periods for your documents. When a document approaches its review date:

• A notification appears on the dashboard
• The document author and approver are alerted by email
• The document is flagged in the Documents list

Review periods are configured in Settings > Organisation > Review Periods. Common review intervals are 6 months or 12 months, but you can set any period.

Version history and compliance

Version history is important for compliance and audit purposes:

• HSE investigations may require the version of a RAMS that was active at the time of an incident. RAMSdoc stores every approved version so you can retrieve the exact document that was in use.
• Sign-off records are linked to specific document versions, so you can prove which version a worker was briefed on.
• The audit trail records who made changes, when, and why — this cannot be edited or deleted.

Superseded documents

When a new version is approved, the previous version is automatically marked as superseded. Superseded documents:

• Are still accessible in the version history
• Are clearly marked so they cannot be confused with the current version
• Are excluded from active document counts on the dashboard
• Remain linked to any sign-off records from when they were active