Do not learn about an expired paper
during an inspection.

You write an expiry date on every document. The ones running out gather at the top of the list. Because the date sits in the record, you do not look up renewal time in a separate calendar.

A warning comes 90, 60, 30, 14 and 7 days before the date. It arrives once per step and does not nag you again the same day. Because the steps start early, you begin renewing without leaving it to the last day.

You tie a document to a company, a person, an accounting entry, or the workspace itself. When you open the record, the documents belonging to it are listed there. Because the tie is made, which customer a contract belongs to never gets confused.

Your people’s certificates, passports and work permits gather on their staff record. Their expiry is followed with the same steps. Because the documents sit on the person’s card, the onboarding file does not scatter.

You sort documents into your own categories. A category can be renamed or removed later. Because the shelving is yours, you go straight to the right shelf instead of searching.

When your workspace opens, the document categories for your country are already there. Core headings such as social security, tax registration and work permit exist in every country. Because the pack arrives ready, you do not list the required papers from scratch.

A document tied to the wrong record is untied and tied to the right one. The document itself is not deleted, only its tie changes. Because the tie is a separate action, fixing it does not mean uploading the file again.

Each document carries one of three levels: internal, confidential or top secret. The level is a real lock, not a label; at the top level only the owner and the admin can open the file. A personnel document at that level stays open to the employee it belongs to.

Besides the expiry date you can record how long the document must be kept. Expiry says when the paper goes invalid; retention says until when it cannot be thrown away. The two dates sit on the same record, so nobody has to remember them separately.

You see all your documents ordered by the days left. Which record each one is tied to is written on the same line. Because the list sits in one place, you do not walk through every module separately.