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Features

The library, feature by feature

Each capability below is a stage or safeguard in the life of a controlled document. Together they make the library the single, provable source of truth.

In the library

Policy drafting

Every policy starts life inside the library, not in a stray file. Drafting happens in a controlled workspace with consistent structure, house templates and a named owner, so the document is governed from its first word rather than after the fact.

Drafts are visibly drafts: they carry their own status, sit apart from the published library, and can never be mistaken for the version in force.

  • Consistent templates and document structure
  • A named owner and status on every draft
  • Drafts held separately from the published library
In the library

Review

When a draft is ready, it is routed to the reviewers who need to see it - compliance, subject-matter owners, leadership - in the order you set. Feedback is captured against the document itself, so nothing important lives only in an email thread.

Review outcomes are recorded with the draft. When the document later reaches approval, the approver can see what was raised and how it was resolved.

  • Reviewer routing you control
  • Feedback captured on the draft itself
  • A visible record of what was raised and resolved
In the library

Approval

Approval is a recorded act, not an assumption. Sign-off is captured against the precise version being approved, with the approver's name, role and date held with the document.

If a document is ever questioned - by an auditor, a regulator or your own board - the approval trail answers who authorised it and when, without a search through inboxes.

  • Sign-off bound to the exact version
  • Approver, role and date on the record
  • An approval trail ready for audit
In the library

Version control

There is exactly one current version of every document, and everyone can see which one it is. Version numbers and dates are managed by the system, so numbering stays consistent across the whole library.

Changes create new versions rather than overwriting history, which means the library can always show both what applies now and what applied before.

  • A single, unambiguous current version
  • System-managed version numbers and dates
  • Change history preserved, never overwritten
In the library

Publishing

Publishing is a deliberate, dated act. Once approved, a document is released to the staff, students, clients or partners it governs, and the published library always reflects the current approved set.

Because release is controlled, out-of-date copies do not linger: superseding a document retires the old version to the archive at the same moment the new one goes live.

  • Deliberate, dated release of approved documents
  • A published library that mirrors the approved set
  • Superseded versions retired automatically on release
In the library

Acknowledgement

For the documents that matter most, publishing is not enough - you need to know they were read. Acknowledgement asks each nominated reader to confirm they have read and understood the document, and records their confirmation.

Outstanding acknowledgements are visible at a glance, so following up is targeted rather than a broadcast reminder to everyone.

  • Read-and-understood confirmations on the record
  • Visibility of who has and has not acknowledged
  • Records held with the document version they refer to
In the library

Review dates

Every document in the library carries a review date, set when it is approved. As the date approaches, owners are reminded; if it passes, the overdue review is visible rather than silent.

Review scheduling turns document maintenance from an annual scramble into a steady, predictable rhythm.

  • A review date on every document
  • Reminders to owners before the date arrives
  • Overdue reviews surfaced, never silent
In the library

Legislative mapping

Each document can be mapped to the legislation, regulations and standards it responds to. The mapping shows, for any obligation, which documents address it - and for any document, why it exists.

When an instrument changes, the mapping identifies every affected document immediately, so updates start from a list rather than a hunt.

  • Documents mapped to legislation and standards
  • Coverage visible from both directions
  • Affected documents identified when instruments change
In the library

Archived versions

Nothing is lost when a document moves on. Superseded versions are archived automatically, together with their approval history and the dates they were in force.

When you need to show what applied at a particular time - in a complaint, an audit or a legal matter - the archive answers with the exact version and its record.

  • Automatic archiving on supersession
  • Approval history retained with each version
  • Point-in-time answers for audits and disputes
Part of the GRC family. For risk registers, obligations and compliance workflow beyond the document library, see CAQA GRC.
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