DOCUMENT LIBRARY
Controlled documents with approval, versions and proof of distribution.
Every policy, procedure and standard under formal control: approval workflow before publication, full version history, and read receipts that prove who received the current version. Compliance exception reporting shows you exactly who hasn’t.
Approval workflow · Version history · Proof of distribution · Read receipts · Compliance exception reporting
THE PROBLEM
Nobody’s sure which version is current — or who has read it.
Versions everywhere
Procedures live in shared drives and inboxes, each a slightly different copy. Teams work to whichever one they found.
No approval trail
Documents get published without formal sign-off, so there’s no record of who authorised the standard people are following.
No proof of receipt
When an inspector asks who was trained on the new procedure, all you have is a hopeful email and a shrug.
HOW IT WORKS
From draft to proven distribution.
Draft under control. Author a policy, procedure or standard in the library, where every change is captured against a version.
Route for approval. The document moves through an approval workflow and cannot be published until the right people have signed off.
Publish the single source. Once approved, it becomes the one controlled version, replacing every stale copy across your sites.
Distribute and confirm. Assign the document to teams and collect read receipts that prove exactly who received it and when.
Report the exceptions. Compliance exception reporting lists everyone who hasn’t acknowledged the current version, so you can chase the gaps.
CAPABILITIES
Document control that stands up to audit.
Controlled documents
A single controlled source for every policy, procedure and standard, with clear ownership.
Approval workflow
Documents cannot be published until they have passed a formal, recorded sign-off.
Version history
Every revision is retained, so you can see what changed, when and by whom.
Proof of distribution
Read receipts record exactly who received and acknowledged each version.
Exception reporting
See at a glance who has not acknowledged a current document, and follow up.
Role-based access
Control who can view, edit and approve, with a full audit trail behind every action.
ON THE DATA SPINE
The single source of truth the rest of the platform runs on.
The document library is where the platform keeps its standards honest. Audits and inspections are built against the current controlled procedure, so teams always assess against the latest version. When a corrective action demands a change, it flows back here for approval and redistribution — closing the loop between finding a problem and updating how work is done.
What feeds it
- Non-conformance & CAPA triggers procedure changes
- Meetings & reviews approve and mandate documents
What it feeds
- Audits & inspections assess against the current standard
- Service-provider compliance issues required documents to contractors
WHERE IT’S USED
Wherever the current version has to be the only version.
Mining
MHSA-ready procedures and safe-work standards distributed with proof teams received them.
ExploreRetail
Store policies and compliance standards published once and acknowledged across every branch.
ExploreLogistics
Driver and depot procedures version-controlled and confirmed across the network.
Explore“When an auditor asked who had been issued the revised procedure, I pulled the read receipts in front of them. That single report turned a difficult conversation into a non-event.”
Named references are available under NDA.
FAQ
Document control questions.
How do you stop old versions circulating?
Once a document is approved and published, it becomes the single controlled version. Prior revisions are retained in version history for the record, but teams are always directed to the current standard.
Can we prove who received a document?
Yes. Proof of distribution captures read receipts against each version, so you have a defensible record of exactly who received and acknowledged the current document and when.
What is compliance exception reporting?
It lists everyone who has not yet acknowledged a current document, so instead of assuming distribution worked, you can see and chase the exact gaps.
Who can approve a document?
Approval rights are controlled by role, and documents cannot be published until they have passed the formal workflow. Every approval is recorded in the audit trail.
Is document data held securely and in South Africa?
Yes. The platform is hosted in South Africa and POPIA-aligned, with role-based access controlling who can view, edit and approve controlled documents.
RELATED MODULES
Works hand in hand with.
Know exactly who has the current version.
Book a demo and see approval, versioning and proof of distribution in one workflow.