Declaration versions and archive

A declaration is not a one-off document. The supplier changes, the formulation changes, missing test results arrive — and the document must be issued again.

Every version remains on record

Issuing a new version does not delete the previous one. All are held in the archive, with the date, author and signature. This is not excessive caution: during an inspection, the question is usually “what did you declare when this batch was placed on the market?”, not “what do you declare today?”.

Version comparison

The application does not display two versions side by side — it shows a list of versions with dates and allows each one to be downloaded separately. The difference is determined by reading both documents. It is therefore worth describing the reason for issuing a new version at the time it is issued, rather than reconstructing it a year later.

When to issue a new version

• Missing evidence has been added and the declaration is no longer conditional.
• The composition of the packaging or the component supplier has changed.
• An error in the data has been corrected — including a typo in the entity name.

A minor correction also warrants a version. Replacing a file in place defeats the purpose of having an archive at all.