Controlled documents
Upload, classify and retain controlled evidence versions. The screen is an evidence source for governed decisions; it is not a general-purpose file share or external delivery channel.
Screen orientation
Search results, uploads and version actions are filtered by the caller’s tenant, assigned site, classification clearance and document permissions.
Search the evidence register first. Open a document to inspect immutable versions and their scan status; use the upload panel for a new document or a controlled successor version.
Field reference
The entries below describe the current screen controls and read-only values. They do not relax server-side validation, site scope, classification handling or required independence in a governed decision.
| Field or value | Control | Required or shown when | How to use or read it | Result |
|---|---|---|---|---|
| Title | Text | Required. | Name the evidence so an independent reviewer can identify it without opening the file. Avoid embedding secrets or personal data unnecessarily. | Becomes the document’s controlled register title. |
| Evidence type | Select | Required. | Choose the business evidence category, such as certificate, drawing or controlled procedure. The type makes the record eligible for appropriate downstream selectors. | Classifies the evidence without granting a downstream approval. |
| Site | Select | Required. | Select the authorised site that owns the evidence. You can select only a site within your assigned scope. | Scopes document visibility and downstream evidence eligibility. |
| Classification | Select | Required. | Apply the correct handling classification. It is enforced alongside site scope when the document is read or selected. | Controls who can see or select the version. |
| Files | File picker | Required for a new version. | Upload only the intended evidence. The service records the version and malware-scan state; do not use the title or file name as a substitute for the evidence type. | Creates a retained candidate version subject to scan and controlled lifecycle rules. |
| New version of | Select | Required only when superseding an existing document. | Select the exact prior document rather than uploading a duplicate. Historical versions remain retained and attributable. | Links the upload to the document’s immutable version history. |
| Retention until | Date | Optional when a retention period is explicitly required. | Enter the approved retention date; leave blank when no record-specific date is authorised. | Records retention metadata and does not delete the document automatically. |
Actions and effects
When to use: After the file and required metadata are supplied.
What it does: Creates a controlled version and starts the retained scan/lifecycle process; it does not publish, email or externally deliver the file.
When to use: When checking the exact evidence that a record references.
What it does: Shows retained versions and status so the user can select the correct authorised version.
Lists and states
- Evidence register: title, type, site, classification, current version and status help distinguish a usable controlled version from a retained historical record.
Authority boundary
Document control stores and qualifies evidence. It does not itself approve a purchase, release a baseline, move inventory or communicate externally.