Document Control
Procedures, work instructions, policies and emergency plans, with a real approval lifecycle — so the version on the shop floor is the version that was approved, and you can prove who has read it.
This is the module that answers ISO 45001 §7.5 (documented information).
Note
Controlled documents are PDF-only and stored per company. Who may submit, approve and obsolete a document is controlled per role in your company's feature access matrix.
The lifecycle
Every document moves through four states, and the transitions are the point:
draft ──submit for review──▶ in review ──approve──▶ approved
▲ │ │
└────── reject to draft ──────┘ upload new version │──▶ in review
mark obsolete └──▶ obsolete
- Draft — being written; the only state a document can be deleted from
- In review — submitted, waiting on an approver
- Approved — released, with the approver and the date stamped on it
- Obsolete — withdrawn from use, but kept
An approved document is never deleted. It is superseded by a new version or marked obsolete. That is deliberate: an audit trail that can be erased isn't one.
Categories
Documents are filed as policy, procedure, work instruction, form, emergency plan or other, and can carry free tags for searching.
Reviews are scheduled, not remembered
When a document is approved, its next review date is set automatically from the review interval. Documents that pass that date surface as overdue rather than quietly ageing in a folder.
Versions, not overwrites
Uploading a new version doesn't replace the old file — it creates a new revision and sends it back through review. Superseded revisions stay in the document's history, so you can always answer "what did the procedure say in March?"
Read acknowledgement
A document can require acknowledgement. Assigned readers confirm they have read that specific revision, and you get a list of who confirmed which revision and when — plus who hasn't.
That distinction matters: acknowledgement is tied to the revision, so re-releasing a procedure re-opens the acknowledgement rather than inheriting the old one.
Related
- Legal Register — the obligations your procedures answer to
- Training & Competency — where reading a procedure isn't enough and a training is required