Who it is for
- HR, operations, training and compliance teams
- Organisations replacing shared folders and disconnected document trackers
- Teams that need access, version, action and retention controls around general files
Governed document management
Keep organisational documents controlled, current and easy to find
Store general organisational files without forcing them into a staff or training record. Keep access, ownership, versions, assigned actions and retention decisions together.
14-day trial. No card. Use test data first.
- Explicit access
- Clear ownership
- Immutable versions
At a glance
SkillProof in brief
SkillProof provides document management software for general organisational files, with controlled access, immutable versions, assigned actions, taxonomy and retention review.
What it tracks
- General organisational files, owners and explicit access
- Immutable versions and version-specific read, acknowledge, review, approve or action work
- Categories, folders, related records, retention review, archive, legal holds and disposal decisions
Scope and boundaries
- SkillProof is not an enterprise content-collaboration or collaborative editing suite
- Search covers governed metadata and permitted records, not OCR or uploaded-file contents
- Retention dates and disposal approvals never delete files automatically
Why organisations replace spreadsheets
A governed system becomes useful when files need explicit access, a clear owner, current version, assigned action or retention decision that a shared folder cannot show on its own.
Training and LMS context
Learning creates and delivers governed internal courses. Document Management controls general organisational files, while Evidence, Policies and other specialist records keep their own workflow and permissions.
Choose the right document workflow
Three document routes. One governed register.
General documents have their own module. Evidence and policies retain the specialist people, permissions, decisions and actions that give each record meaning.
General documents
Use Document Management for organisational files that do not belong in a staff, training or specialist record. Control access, ownership, immutable versions, assigned actions, taxonomy and retention review.
Included on every plan
Evidence & Certificate Tracking
Use for certificates and other workforce evidence. Keep accepted documents linked to the person and record they support, with owners, review and retention dates, versions and archive history.
Included from Starter
Policy Management
Use for controlled workforce policies. Manage ownership, publication, audiences, replacement versions and acknowledgements against the relevant version.
Policies from Growth · named approval from Professional
A clearer operating view
What changes with SkillProof
Can you find the current organisational document, explain who can access it and show the action or retention decision attached to it?
With SkillProof
One current record and clear follow-up
- Explicit access
- Clear ownership
- Immutable versions
Evidence and reporting
Keep the record, its evidence and the review trail connected
Review current records and evidence together, identify gaps and prepare a clear output without rebuilding the position by hand.
Upload a supported general organisational document.
Set its owner and explicit access separately.
Add an immutable version and assign the required action.
Organise it with categories, folders and supported related-record links.
What your team can do in SkillProof
Keep the records, evidence and next actions for this workflow together without adding another tracker.
HR teamsOperations teamsTraining administratorsCompliance leads
Document Management for general organisational documents is included on every plan. Specialist source workflows follow their own plan boundaries: Evidence & Certificate Tracking is included from Starter; Policy Management starts on Growth, with optional named policy review and approval on Professional and Enterprise. Compare plans.
General document library
Store organisational files without creating a dummy staff, training or specialist record.
Explicit access
Set visibility by organisation, role, site, department or named person while keeping ownership separate.
Immutable versions and actions
Assign read, acknowledge, review, approve or action work against the exact version in scope.
Retention governance
Record retention review, archive, legal holds and independently approved disposal decisions without automatic deletion.
Review product scope and full workflow detail
What this workflow covers
SkillProof includes Document Management on every plan for general organisational files with explicit access, ownership, immutable versions, assignments and governed retention review. A source-filtered register also helps people find permitted Evidence Vault files from Evidence & Certificate Tracking, Policy Management, registrations and confidential reviews while each specialist workflow remains authoritative. It is not an enterprise content-collaboration suite, does not accept every file type, does not search file contents and never deletes files automatically from a retention date or disposal approval.
Can you show who can access the current document and what happens next?
Who should be able to open it?
Shared-folder permissions rarely explain whether the document belongs with an organisation, role, site, department or named person.
Who owns the next action?
Ownership, required reading, review, approval and follow-up often sit in a separate tracker.
Which version is current?
Duplicate files and renamed copies make the version in scope difficult to explain or review.
A governed route from upload to retention review
Upload and set access
Add a supported file, name its owner and choose explicit visibility without relying on folder inheritance.
Version and assign work
Keep immutable versions and assign read, acknowledge, review, approve or action work against the exact version.
Organise and retain the decision
Use categories, folders, supported record links, archive, legal holds and independent disposal approval without automatic deletion.
More SkillProof capabilities
- General document library on every plan
- Explicit access by organisation, role, site, department or named person
- Separate ownership and immutable file versions
- Version-specific read, acknowledge, review, approve or action assignments
- Categories, folders and typed links to supported SkillProof records
- Retention review, archive, legal holds and independent disposal approval
- Document Management
- Explicit document access
- Immutable versions
- Document assignments
Workflow fit and product boundaries
- Best for
- Operations, HR, training and compliance teams replacing uncontrolled shared folders and disconnected document registers
- Primary job
- Keep general documents searchable and controlled without forcing them into a staff, training, evidence or policy record.
- Different from
- Document Management is the general-document workspace. Evidence & Certificate Tracking retains workforce proof against the record it supports, while Policy Management controls publication and acknowledgements. SkillProof is not an enterprise content-collaboration suite and does not automatically delete files.
Questions about Document Management Software
The key points teams usually need before choosing this workflow.
Where does document management sit in SkillProof?
General organisational files sit in Document Management. Evidence, policy, registration and confidential review files stay in their specialist workflows so their record links, permissions and decisions remain authoritative.
Is SkillProof an enterprise content-collaboration suite?
No. SkillProof governs general and specialist organisational documents, but it does not provide collaborative editing, OCR or full-document content search.
Which plans include Document Management?
The general Document Management module is included on every plan. Specialist source availability still follows the relevant plan, such as Policies from Growth.
Do retention dates or disposal approvals delete documents automatically?
No. They record and govern the decision path. Files are never deleted automatically from a retention date or disposal approval.
Related workflows and guidance
Open the next relevant workflow or guide when you need more detail.
See Document Management with the controls intact
Start with test data and follow a general document through access, version, assignment and retention review.
No card required. 14-day trial. Start with test data first.