Controlled documents

The Documents module keeps your policies and procedures under control per ISO 45001 §7.5 — versioned, on a periodic review cadence, with per-version employee acknowledgments. Publishing a new version supersedes prior acknowledgments.

Create a document

1. Open Documents and use the Create a controlled document row.
2. Enter the site, document number, title, and type (policy, procedure, work instruction, form, or plan).
3. Pick the owner (roster picker) and set the review interval in months (default 36), then click Create.
4. New documents start as a draft — click Publish to make the first version active. The review clock runs from the publish date, not creation.

Version and acknowledge

• On an active document, click Acknowledge — the acknowledgment is recorded against you, the signed-in user, on the current version (no typing a name).
• Click New version to publish a fresh version — this bumps the major version number and resets acknowledgments so people re-acknowledge the change.
• The Acks column shows how many acknowledgments the current version has.

Stay on top of reviews

• The Review due date shows when each document is next due; overdue documents are highlighted with an overdue badge.
• On an overdue document, click CAPA to track the review — it's assigned to the document's owner and due on the review date; the linked CAPA number then shows on the row.
• If an overdue document is actually obsolete, click Retire — that stops the review prompts while the version and acknowledgment history stays.

What happens automatically

• A document whose periodic review goes overdue escalates by notification to its owner (or the safety team if no owner is set). Set who's emailed for that queue under notification routing.
• Document review due dates also appear on the compliance calendar and its .ics feed.

Tip: filter by site to review one facility's document set at a time.

Related

• Training — Acknowledge policies and track competencies
• Management of change — Management-of-change review for procedure updates
• Audits & inspections — Verify controlled documents in inspections