Nothing is lost on update: Approving a new version never deletes the old one; it moves to Version History for audit purposes. Only the current version counts as evidence.
Setting the renewal cadence
Open the policy or document from Records, then look at the Renewal card at the top of the detail page. Cadence options are:
Daily: review every day (for high-frequency operational checks)
Monthly: review every month
Quarterly: review every quarter
Yearly: review annually (the most common cadence)
Ongoing: continuously valid until manually retired
The renewal cadence drives the record's expiry date. For yearly renewal, expiry is set 12 months from the effective date.
Version history
The Version History tab on each detail page shows every version uploaded, with:
Version number or date
Who submitted it
When it was approved
A link to view the historical content
Older versions stay accessible for audit; only the current version counts as evidence.
Renewal status
As the expiry date approaches, the record's status changes:
Complete: the current version is valid
Due Soon: expiry is within the warning window
Overdue: the expiry date has passed and no replacement has been approved
Incomplete: a required record has never been uploaded
Renewal reminders
Email reminders go to the record owner:
Ahead of expiry (warning that the record is Due Soon)
On expiry (notifying that the record is Overdue)
The reminder cadence follows the renewal frequency; shorter cadences get more frequent reminders.
How reminders are sent: ReFresh sends renewal reminders by email and in the My ReFresh portal. There is no SMS channel today.
What happens when a new version is approved
When a new version of a policy or document is approved:
The old version moves to the Version History tab
The new version becomes the current evidence
Controls that reference the record pick up the new version automatically
For policies that require worker sign-off, sign-off resets so workers must acknowledge the new version
For more on sign-off, see Workers acknowledging policies.