Archive Safety Documents on Behalf of a Supplier
This article explains how a UK admin can archive a supplier safety document so it no longer appears as an active document for that supplier or site. This process is useful when a document is incorrect, has been replaced by a newer version, or should no longer be visible to workers or included in the active workflow.
What this means
- Archiving a supplier document moves it out of the active documents list and into the Archived tab.
- Archiving is different from a document becoming Inactivated due to expiry. Expiry creates an “Inactivated” label; it does not automatically populate the Archived tab.
When you’ll use this
- The wrong file was uploaded against a document type (for example an SDS uploaded as RAMS).
- A newer version has been uploaded and you want to hide the older version from active use.
- The customer does not want a document visible/usable anymore, but still wants it retained for reference.
Step-by-step
Common issues
I can’t see the Archive option
What to check
-
Make sure you have selected the document by ticking the checkbox on the left. Also confirm you’re in the site supplier documents view (not just a report/export screen).
What to do
-
Select the document first, then use the Archive action that appears.
The document is expired and shows “Inactivated” but it’s not in Archived
What to check
-
“Inactivated” is the label used when a document expires (or is manually deactivated). That state does not automatically move the document into the Archived tab.
What to do
-
If you want it in Archived, use the Archive action from the site supplier documents view.
Archiving removed it from approvals, but it still appears in reports
What to check
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Archived documents are removed from the active approvals list unless you toggle on viewing inactive items. Some reporting views can still include archived/inactive documents, which can be confusing.
What to do
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Confirm whether the report/view has a toggle or filter for inactive/archived items, and adjust it based on what the customer expects to see.
Why this matters
- Keeps the active supplier document list accurate and reduces the risk of workers or hosts relying on the wrong document.
- Preserves history while preventing incorrect or outdated documents from being used operationally.
Need help?
If you’re unsure whether to archive versus upload a new version, or if the customer needs a document fully removed instead of archived, check with your internal support lead for the account or the person responsible for supplier document workflows on that site.
If you require any assistance or have a question, please contact our Support Team on +44 7400 977 382 or email us at support@breadcrumb.co, and we'll be happy to help.