You can permanently delete a policy version that is outdated or was published in error. This keeps your policy library accurate. When you delete every version of a policy, the policy record is removed as well.
đ Note: Only users with the Administrator role can delete policy versions. The Delete Policy Version option is not visible to Manager, Editor, or User roles.
Delete a policy version
â ď¸ Warning: Deleting a policy version is permanent and cannot be undone.
Click the Action menu for the policy you want to manage in the Policy Management table.
Click Delete Policy Version. The confirmation modal appears.
Click Delete Version to confirm the deletion, or click Cancel to close the modal without making changes.
Confirmation messages
The confirmation modal shows one of two messages, depending on the number of versions the policy has.
If the policy has multiple versions, the modal confirms that the current version will be deleted.
If the policy has only one version, the modal shows 'This is the only version. Deleting it will remove the entire policy.'
After deletion
If the policy had multiple versions, the previous version becomes the current version. It appears in the Policy Management table with updated metadata, status, and dates.
If the policy has one version, the policy will be permanently removed from the Policy Management table.
A success message confirms the deletion.
When you delete the current version, the Next Review Date changes to one year from the deletion date. For example, if you delete version 2 on 26 June 2026, the Next Review Date for version 1 becomes 26 June 2027.
Delete multiple versions
You can delete versions one at a time, working backwards through a policy's history. For example, if a policy has three versions:
Deleting the current version makes the second version the current version.
Deleting the current version again makes the first version the current version.
â ď¸ Important: If versions have different recurrence intervals, deleting a newer version makes the previous version adopt the newer interval. For example, if version 1 has a 6-month recurrence and version 2 has a 12-month recurrence, deleting version 2 gives version 1 the 12-month schedule. Its due date is recalculated.
Audit trail
Every deletion is recorded automatically in the compliance audit log. Each record captures:
The user identifier (ID) of the administrator who performed the deletion.
The timestamp of the deletion.
The policy ID.
The version number that's been deleted.
The action type: VERSION_DELETED or POLICY_DELETED.
The organisation ID.
This data is retained for compliance and support purposes. It is not shown in the Access Policies & Procedures interface.
Error handling
If a deletion fails because of an error, the modal closes and an error message appears. No changes are made to the policy, no audit record is created, and the Policy Management table stays unchanged.