Updating and Withdrawing
Update an ongoing material with a new version, or withdraw it entirely.
Ongoing materials can be updated with new versions as your content changes. If a material is no longer needed, you can withdraw it instead.
This only applies to ongoing materials. One-off materials are distributed once and don't need updating or withdrawing.
Updating with a New Version
When your content changes — a fee update, new course information, or a refreshed design — create a new version rather than withdrawing the material.
Open the material and select New Version
Upload your updated document and add version notes describing what changed
Submit the new version for review
Once approved, select Mark In Use to make it live
When you mark a new version as in use, the previous version is automatically superseded. You don't need to withdraw it separately — RTOSafe keeps it in the version history for your records.
When to Withdraw
Withdraw a material when:
You're no longer offering the course or qualification it covers
The material is being replaced by something completely different (not just an update)
A review was rejected and you can't fix the issues
If a review is rejected on a material that's currently in use, RTOSafe flags it for immediate withdrawal. You'll see a red warning until you either withdraw it or upload a corrected version.
Withdrawing a Material
Open the material and select Withdraw
Enter the date you removed the material from circulation
Explain why you're withdrawing it
RTOSafe shows you the display locations you entered when creating the material — use this as a checklist to ensure you've removed it everywhere
Confirm you've removed all physical and digital copies, then select Withdraw Material
What Happens Next
Withdrawn materials move to the Complete tab
The withdrawal reason and date are recorded in the material's history
You can still view withdrawn materials, but they can't be made live again
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