Module: Governance
Documents and controlled content
Policies, procedures and controlled documents in one library, with every version kept, approval before publication, and a record of who has read which version.
What it does
One library, organised your way
Policies, procedures, forms and reference material live in folders you create and rename as the organisation changes. The library shows what is published, what is in draft and what is waiting on a review.
Every version kept
Uploading a new version never overwrites the last one. Each version records who uploaded it and the note they left, any two versions can be compared side by side, and an earlier version can be restored as the current one.
Approved before it is published
A document goes out only once it has been through review. Every workspace starts with one independent reviewer who cannot be the author, and the decision, the person and the exact version they approved are kept with the document.
Acknowledgement you can evidence
Mark a document as one people must acknowledge, and the record shows who has acknowledged it and which version they saw. When a new version is published, the question is asked again.
Acknowledgement campaigns
Target an audience to read and acknowledge a document, with reminders for anyone who has not responded and escalation to an owned action when the deadline passes. External people can be included through a link, without an account.
Access decided by rules, not by folders alone
Give access by role, position, company, contractor category, project, location, business unit, team or named person, or open a document to everyone signed in, to visitors, or to the public. Rules add up, and a folder rule covers everything filed under it.
Review dates that come around
Set a review interval and the next review date is kept on the document. Effective dates and expiry dates are recorded, and documents waiting on a review are counted on the library so nothing quietly goes stale.
Read without downloading
The current version opens in the browser, so people can read a procedure on the spot. Where someone has read-only access, the document opens as a preview rather than a file they can keep.
How it fits with the rest
The library is the place the rest of the platform reaches for a document. A change request that requires procedures to be revised points at the documents it affects. Training material and reference documents are read from the same library, so people are not chasing two copies of the same procedure. Documents generated by other modules, such as a permit record or a completed assessment report, can be promoted into the library and controlled from then on.
Access rules use the same people, roles, companies, projects, locations, business units and teams as every other module, so a procedure written for one contractor category reaches exactly those people without a separate list to maintain. Contractors and visitors can be given the documents they need to see and nothing else.
Wording that has to be identical everywhere, such as a standard safety statement or the rules that apply to everyone on the premises, is held once as controlled content and placed into documents and generated records. When the approved wording changes, you can see which records are still carrying the old text.
Ready-made content
The module is ready on the first day. Folders, versioning, the review and approval step, the acknowledgement record and the access rules are all working as soon as your workspace is created, and approval starts switched on with one independent reviewer so nothing is published unreviewed by accident. Setting up the first folder structure and loading your existing policies is part of the guided setup.
Approval can be adjusted for documents as a whole or for one kind of document: switched off, left as a single independent reviewer, or built out into the stages your organisation requires. Your own team can make that change, or ask us to do it with you.
Change it if you need to
Every module comes ready to use. If your organisation records something differently, your own team can adjust the forms, fields and workflow, or ask us to do it with you. Nothing here requires a development project.
Works alongside
See documents and controlled content running on your own processes.
Bring one of your own forms or procedures to the demonstration. We set the module up the way you work and show it end to end.