Short answer: A BSC certificate should move through explicit states such as draft, reviewed, issued, corrected, and voided. Once issued, preserve the exact document and the underlying reviewed data used to create it. A correction should create a new version linked to the earlier certificate with a reason, approver, and issue time; it should not silently replace the prior PDF. Customer links and QR verification should show the current status while retaining an auditable history for authorized users.
Keep drafts distinct from issued records
Drafts may change as technicians and reviewers complete the record. Issue should be an explicit event that freezes a numbered output and records the issuer and time. A file merely downloaded during review is not necessarily the issued certificate.
Make the issued version immutable
Preserve the exact issued document, certificate number, source record version, and delivery state. Later edits to a customer name, room, reading, or note should not mutate what was previously sent.
Create corrections as linked versions
A corrected certificate should identify what prompted the change, who reviewed it, when it was issued, and which earlier version it supersedes. Reuse or extension of the certificate number should follow the shop's controlled convention rather than an arbitrary software default.
Use void status deliberately
Voiding should require a reason and actor and should not delete the historical record. Public verification can state that a certificate is no longer current without exposing internal discussion or unrelated customer information.
Synchronize delivery and verification
When a corrected version is issued, track delivery of the replacement and update the customer-facing verification page. The shop should be able to identify recipients of the earlier version when follow-up is required.
Primary sources
This guide covers documentation and service operations. It does not replace the current NSF/ANSI 49 standard, cabinet manufacturer instructions, customer requirements, or the judgment of a qualified field certifier. BSC Atlas is not affiliated with NSF.