Your policies, written, controlled and current.

Policies and controlled documents are the proof that you do things properly, but only if they're up to date and you can lay your hands on the right version. Documents & Policies gives you one place to draft them, keep them controlled, and always know which version is the one that counts.

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Features

One home for every policy and controlled document

Policies tend to scatter across shared drives, email attachments and the odd printout, until nobody's sure which version is current or where the latest one lives. Documents & Policies brings them into one controlled place, helps you write and update them without starting from scratch, and keeps a clear record of every version. Here's what's inside.

A single home for your documents

Keep every policy and controlled document in one organised place, structured so people can actually find what they need. Each document has its own record, so there's no hunting through folders or wondering which copy is the real one. One source of truth replaces the scatter of drives and inboxes.

  • Every policy and controlled document in one place
  • Organised and searchable, not buried in folders
  • A single record per document, no duplicate copies
  • One source of truth for the whole organisation
Document library showing policies and controlled documents in a searchable list

Draft and update with AI

Write and revise policies in the editor with AI helping as you go, so producing a new document doesn't start from a blank page. It can generate and shape content, leaving you to review, adjust and approve. The hard part of getting words down becomes far quicker, without giving up control of what you publish.

  • AI assists drafting and content generation in the editor
  • Start from a prompt, not a blank page
  • Generate, then review and refine to fit
  • Faster to a finished policy you're happy with
AI-assisted policy editor helping draft and shape document content

A proper document editor

Build polished, well-structured documents directly in the platform, rather than writing elsewhere and uploading a file you then have to keep in step. Formatting, structure and content all live in one place, so the document you edit is the document people read. Updates are made in the same place the document lives, not in a separate copy.

  • Write and format documents in-app
  • The version you edit is the version people see
  • No round-trips to an external file
  • Updates made where the document lives
Document editor with formatting and structured content in the platform

Version control on every document

Keep a clear history of how each document has changed, so the current version is never in doubt and older ones aren't lost. As policies are revised, previous versions are retained and the live one is unmistakable. When someone asks what was in force at a given time, you can show them.

  • Current version always clearly marked
  • Previous versions retained, not overwritten
  • A history of how each document has changed
  • Confidence in what's actually in force
Document version history showing current and previous versions

Structure and accountability

Every document records who created it and can be filed under a category, so it has a clear place in your structure. Categorising documents makes them easy to navigate as the library grows, and knowing who added each one keeps its history clear. The bigger the set of policies, the more this keeps it manageable.

  • A creator and category on every document
  • Categorised for easy navigation
  • Clear responsibility for keeping things current
  • Stays manageable as the library grows
Document detail view showing creator, category and metadata

Formal control: numbering, access and version steps

Run your library the way a controlled document set should be run. Give each document a formal identifier like HS-POL-001, kept separate from its title, so it can be cited and tracked the way an auditor expects. Restrict whole categories to the groups that should see them, and choose a major or minor version step on every publish, so the version number reflects how much actually changed.

  • Controlled document numbering (e.g. HS-POL-001), separate from the title
  • Category-based access control: restrict groups to specific categories
  • Choose a major or minor version on each publish
  • A library that holds up to formal document control
Publish draft version dialog showing major or minor version choice for a controlled document

The platform

One platform, three connected layers

Because everything shares one system, a finished policy doesn't stop at the library. Send it to the people who need it and track who's acknowledged it through Distribution & Reviews, which also brings each document back round for review so it never quietly falls out of date, and the policies you hold here are exactly what Standards checks for when proving a requirement is met.

THE PHYSICAL LAYER

Operate

Is the building safe and running? Locations, assets, planned work and on-the-ground issues.

Premises & Asset Management
Maintenance & Scheduling
Issue Reporting & Requests

THE COMPLIANCE LAYER

Govern

Can you prove you're compliant? Documents, risks, and the proof that people have seen them.

Documents & Policies
Risk Assessments & Hazards
Distribution & Reviews

THE PEOPLE LAYER

Manage

Is everyone safe, and are you capturing what matters? Training, incidents and forms.

People & Training
Incidents & Accident Management
Flexible Forms

Free readiness check

Could you prove it tomorrow?

Most teams only find the gaps when someone asks. This finds them first: a readiness score, your biggest gaps, and a plan for each, in about three minutes.

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Ready to get every policy under control?

Try Today, or book a demo. Be ready the moment someone asks.

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CalmCompliance dashboard showing documents and policy management