A corrected COA, SDS or TDS should become the document used going forward without erasing the file that supported an earlier record. Controlled document metadata and version history make that distinction visible.

What counts as a controlled supporting document?

Use document controls for evidence that may be selected for a PIF or Batch compliance package, including COA, SDS, TDS and packaging specification documents. Photos and general attachments can remain ordinary files unless they are part of your controlled package.

Step 1: Upload the file to the correct record

Open the Ingredient, Ingredient Lot, Packaging Item or Packaging Lot that the document describes. Upload the original file to that record. Lot-specific COAs belong on the exact lot rather than directly on every Batch that consumes it.

Step 2: Set the document details

Open the file’s document details and choose its Document type. Enable Include in compliance package when the file should be available to generated PIF or Batch ZIP packages.

Use Primary for this type for the canonical file that should be selected by default. A primary document is automatically included in compliance packages. This is especially important for a lot’s active COA.

Understand the lifecycle statuses

  • Current: the active controlled version available for current work.
  • Superseded: an older primary version replaced by a newer controlled file.
  • Voided: a version deliberately invalidated. It remains visible for traceability and cannot be restored to active use.
  • Archived: a file removed from normal selection while its history and references are retained.

Step 3: Upload a corrected version

For a current primary controlled document, select Upload new version. Upload the corrected file and record the replacement reason where requested. The new file becomes the Current version and the former primary version becomes Superseded.

Do not delete the old file merely because the supplier issued a correction. Historical Product, PIF and Batch references must continue to identify the exact version that existed at the time.

Step 4: Archive or Void for the right reason

Archive a document when it should no longer appear in active selections but is not invalid. Void a version when it is known to be incorrect or unusable. Voiding is intentionally stronger: it excludes the file from future use while retaining the Changelog record.

What happens when the same lot is used more than once?

The document is stored on the lot and can be referenced by multiple Batches. Identical files are deduplicated using their SHA-256 content hash, while each historical snapshot keeps its exact reference. Uploading a new COA does not silently replace the version linked to an older completed Batch.

Recommended review checklist

  • Is the file attached to the correct Ingredient, Packaging record or exact lot?
  • Is the document type correct?
  • Should it be included in compliance packages?
  • Is the right version marked Primary?
  • Was a corrected file uploaded as a new version rather than over the old evidence?
  • Does every Archive or Void action have a clear business reason?

Next: export the exact Product, Formula, PIF and lot evidence for a Batch.