Help staff recognise outdated forms and guidance

What this means for your practice

Treat retirement as a managed change. Identify links, notify users and preserve only the historical copies your organisation has decided to retain.

What to ask before you choose

Ask your supplier where the old form is linked and what somebody following that link will see. For example, an old referral bookmark could explain that the form has changed and direct staff to the replacement. Agree which historical records need to remain accessible and who decides this; do not make deletion the automatic answer.

Plan for bookmarks and printed copies

Ask reception where the old form is actually used. It may be linked from an internal page, attached to an email template or printed in a drawer. Start with the places staff use most often and tell the people responsible for each one what needs replacing. A file changed on the website can leave these other copies untouched.

Use clear wording on the replacement so staff can recognise the right document without comparing every question. Where an old address can sensibly point to the new version, ask the supplier to show that route. Where historical copies must remain available, make their purpose and status obvious to authorised users. During the changeover, note whether the team continues receiving old forms and ask where they came from. That feedback helps you find forgotten links and templates rather than repeatedly asking staff to remember that a change happened.

How to check the result

Track old-document usage after the replacement becomes available.