What’s the difference between archiving, deleting, or marking a document Not In Use?

The Not in Use option is specific to whether or not a product is being used at a specific location. You can have a product in your eBinder that is In Use in some locations but Not in Use in others. See Managing Products in Locations for information on marking a product as Not In Use.

The Archive function should be used when you are no longer using a product or document at any location in your organization.  Unlike marking a product Not In Use, archiving a product or document affects all locations and cannot be done for a product at a single location. Before you can archive a product you first need to make sure it is Not In Use in any location to which it is assigned.

Deleting a product from your eBinder removes any record you ever had of it. Therefore, VelocityEHS highly recommends you use the Archive function if you need to remove a product from search results or reports.

For the most part, VelocityEHS discourages you from deleting products from your eBinder unless you added the product by mistake or are positive that you do not need to keep a record of having that product in your organization.

Products can only be deleted if they are Not In Use in any location to which they are assigned.

For more information see Archiving and Deleting Safety Data Sheets.