Document control without the version guessing game
If two people can argue about which copy of a procedure is current, you do not have document control. You have a folder.
What goes wrong
Procedure v3 is on the intranet. Procedure v3 FINAL is in someone's email. A printed copy, unmarked, is pinned to the wall in the warehouse. Each looks official. Only one is.
At audit, this is where time disappears. The assessor wants the approved current version and the trail of who signed it off. If that takes more than a minute to produce, it reads as a control gap, even when the work itself was fine.
How Certify handles it
A workflow takes the master document, converts it to PDF, and publishes the controlled copy to the right library. The previous version is archived, not deleted, so history stays intact. SharePoint keeps the version trail. The approval that authorised the release is stamped with a name and a date.
When you change the procedure later, the same path runs again. Old links keep pointing at the controlled copy, so nobody is reading last year's version by accident.
Screenshot here
Controlled document library with version history and approval status
What an auditor can see in one click
- The current approved version, clearly the only one.
- Who approved it, and the date they did.
- Every prior version, archived and dated.
- Who has acknowledged reading the latest one.
Document control is not glamorous. It is also the first thing an auditor tests, and the easiest place to lose marks for work you actually did properly.