Document Management
An integrated platform for managing and centrally storing safety documents with easy access, security, and organized control.
The Document Management System within the Green Codes platform provides a complete digital solution for managing and storing all safety, quality, and compliance documents efficiently. It starts with uploading and centrally classifying documents, followed by organizing different versions and revisions, and ensuring quick search and easy access to approved files. The system enables organizations to securely store policies, procedures, forms, certificates, and attachments through the web or mobile application, with flexible access permissions, helping improve knowledge management and reduce data loss.
The system also supports instant reports and interactive dashboards to monitor document validity, update dates, and expiry dates, enabling decision-makers to ensure compliance and improve operational efficiency. This comes as part of supporting approved regulations and standards such as the Saudi Building Code (SBC), while enhancing governance and improving access to information within organizations.
The Document Management System within the Green Codes platform provides a complete digital solution for managing and storing all safety, quality, and compliance documents in a centralized and secure way. The system allows users to upload files, classify them by type, project, or department, and define access permissions for different users, ensuring easy access to approved documents anytime and from anywhere.
The system also supports managing different document versions, allowing full tracking of all updates and previous modifications while maintaining the currently approved version. This helps improve knowledge management efficiency and reduces errors caused by using outdated documents.
The system provides a comprehensive set of reports and interactive dashboards that help monitor the status of all documents within the organization, such as expired document reports, documents approaching expiry dates, and document update history.
It also provides detailed reports on access permissions, the number of file downloads or openings, and reports related to project documents or compliance requirements, helping management ensure the right documents are available at the right time.
The system follows a clear and organized workflow that starts with uploading the document by the user or responsible person, then sending it for review and approval by the concerned parties. After approval, the document is published and becomes available to users according to the defined permissions.
When a document approaches its expiry date or requires updating, the system automatically sends alerts to responsible persons to update the version or archive it, while keeping a complete record of all previous versions.
Document Upload ← Review ← Approval ← Publishing ← Notification ← Update / Archiving
- Document version management
- Role-based access permissions
- Document expiry alerts
- Fast and smart file search
- Secure electronic archiving
- Linking documents with projects and other modules
- Uploading files (Images / PDF / Word / Excel)
- Complete audit trail for all modifications
Frequently Asked Questions (FAQ)
What is the objective of a Document Management System in HSE and project environments?
What types of documents are typically managed within the system?
Typical documents include HSE policies and procedures, emergency plans, inspection forms, risk methodologies, Safety Data Sheets (SDS/MSDS), equipment certificates, and training records. It also manages contractor documents like Method Statements and HSE Plans. Categorizing these by project and type allows for faster retrieval during audits or investigations.