Each policy and document carries a renewal cadence and a full version history. When a new version is uploaded and approved, prior versions are retained, and any controls that reference the document pick up the new version automatically.
Renewal cadences: Daily, Monthly, Quarterly, Yearly, Ongoing
Each upload creates a new version; prior versions are retained in the Version History tab
Status changes from Complete to Due Soon as expiry approaches, then Overdue
Email reminders are sent to the document owner ahead of expiry
Worker sign-off resets when a policy moves to a new version (where sign-off applies)
Where to set the renewal cadence
Open the document or policy from the library, then look at the Renewal card at the top of the detail page. The 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 document's expiration date. For yearly renewal, the expiration is set 12 months from the effective date.
Version history
The Version History tab on each document 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A link to view the historical content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 remain accessible for audit purposes, but only the current version counts as evidence.
Renewal status
As the expiration date approaches, the document's status changes:
Complete: the current version is current
Due Soon: expiration is within the warning window
Overdue: the expiration date has passed and no replacement has been approved
Needs Evidence: a required document has never been uploaded
Renewal reminders
Email reminders are sent to the document owner:
Ahead of expiration (warning the document is Due Soon)
On expiration (notifying the document is Overdue)
The reminder cadence depends on the renewal frequency (more frequent reminders for short cadences).
What happens when a new version is approved
When a new version of a policy or document is approved:
The old version is moved to the Version History tab
The new version becomes the current evidence
Controls that reference this document pick up the new version automatically
For policies that require worker sign-off, sign-off status resets so workers must acknowledge the new version
For more on worker sign-off, see "Workers acknowledging policies" (4.12).
Related articles
Uploading evidence to a control (4.4)
Managing the policy and document library (4.10)
Workers acknowledging policies (4.12)
Conducting a control effectiveness review (4.5)