The document library

Some documents belong to many clauses at once. Your SWOT analysis says something about the context of the organisation, about risks and opportunities and about the management review. In the document library you write such a document once and link it wherever it is needed. Change it in one place and every clause shows the new version.

Adding a document

Open Documents in the menu and choose New document. Give it a title and a type: context, policy, procedure, record or other. Write the text in the same editor as the implementation and proof of a clause, with headings, lists, links and tables. Choose Create document to keep it.

Do you already have the document in Word or PDF? Create the document first, then choose Upload Word or PDF. The text goes into the editor so you can tidy it up, and the original file is kept with the document under Original files. Save to keep the text. A scanned PDF is read on your own computer, page by page, so the scan never leaves it; check that text carefully. When a scan cannot be read, the file is kept and you type the main points yourself.

Every member can add, change and delete documents. The library is part of every plan.

Linking a document to a clause

Open a clause and look under Implementation or Proof. Choose Link a document, search the library by a word in the title and choose Link. The document shows as a small card with its title, type, version and approval. The title opens the document; Unlink takes the card away and leaves the document itself in the library.

Not in the library yet? Choose New document in the same place. Once you create it, it is linked to that clause right away and you are back on the clause.

A clause that several standards share shows its documents under each of them. On the document page, Used in lists every clause that uses it.

A linked document counts as written down: linked under implementation, the clause has its implementation; linked under proof, it has its proof. The badge in the overview per chapter follows this.

Versions and approval

Every save that changes the title or the text is a new version. Version history lists every version with who saved it and when; choose Read version to see an older one. An old version cannot be changed.

Owners and admins approve the current version with Approve version. The document page and the cards on the clauses then show who approved it and when. A later change makes a new version, which shows Not approved yet until it is approved again.

Who is responsible and the next review

Choose a member as Responsible and set the date of the Next review. Once that date has come, the responsible member gets a reminder by mail, once for that date. Without a responsible member, or when they are no longer a member, the owners and admins get it. Set a new date after the review, and the next reminder follows that date.

Deleting a document

Delete document asks first and says how many clauses use it. Deleting removes the document from those clauses as well, with all its versions and original files.

In your downloads and exports

When you download a clause as Word or PDF, its linked documents are listed with their type, version, approval and next review. An audit pack of a chapter or a whole standard adds the text of each linked document once, as an appendix at the end, and every clause names the appendix it is in. See Word and PDF downloads.

The library, with every version, link and original file, is part of your data export described in Downloading or deleting your data. Titles, texts and file names are stored encrypted.