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Document managementManagement system

Everyone works with the current version of every document

Document management keeps procedures, work instructions, policies, forms and external documents under control. New versions go through an approval route, reviews are scheduled and you see per person who has read and understood a document. You publish in the platform, in the employee app and on a public document portal.

AI in this module
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Features

What you do with Document management

Library with signals

Folders up to three levels deep, views such as awaiting approval and review due, and a signals column that shows what needs attention for each document.

AI prefills the details

Drop a file on the page: AI reads it and suggests the title, type, description and labels. You check them and choose a job role as owner.

Approval route per document

Choose, for example, a route where the owner approves, or a reviewer followed by an approver, and see in a diagram whose turn it is. Rejecting always requires a reason.

Full version history

Choose a major version, minor version or correction, with a reason for the change. Only the published version is marked current; older versions are kept.

Read confirmation per audience

Request confirmation from everyone, a job role or a department, with a deadline. For each person you see whether they have confirmed, are pending or are overdue.

Periodic review

Record a conclusion when you carry out a review. If a new version is needed, a draft version is created automatically and the next review date is scheduled.

In practice

How it works

  1. 1

    Add a document

    Click New document or drop a file on the page and work through file, details, and storage and options.

  2. 2

    Set the route

    On the Approval tab, choose the approval route, the reviewer and the approver.

  3. 3

    Submit and approve

    Submit the version. The reviewer and approver find it under My tasks and approve it or reject it with a reason.

  4. 4

    Publish and share

    On the Publication tab you decide who sees the document, whether it goes to the employee app and whether it appears on the public document portal.

  5. 5

    Confirm and review

    Employees confirm that they have read and understood it. On the review date you record whether the document is still up to date.

In the employee app

The Documents tile in the employee app shows the documents you deliberately share with the app, and employees confirm there that they have read and understood them. The public document portal shows published documents without a login, optionally behind a password.

A selection of what AI does in Document management

AI reads your files, writes summaries and answers questions, and you check what gets filled in.

Pre-filling document details

When you upload, AI reads the file and pre-fills title, type, description and labels, or you stop it and fill them in yourself.

Summary on documents

Published documents get a short AI summary, the document itself stays leading, and you can exclude copyrighted material from AI processing.

Questions about documents

On the AI tab you ask, for example, which reviews have expired or where read confirmations are outstanding.

Finding documents in-app

In the employee app, an employee asks AI in plain language which document they need and is pointed to the right one.

This is a selection of the AI capabilities in this module, not everything. AI suggests, you decide. Nothing is applied without your approval.

Standards and legislation

Where it helps you

BrydgeOne contains no text of the standards. Here you see which topics from standards and legislation this module helps you with.

ISO 9001

Version control, approval and review cycles help you meet clause 7.5 (documented information).
ISO 14001

Environmental procedures and instructions are managed to the same requirements for documented information (clause 7.5).
ISO 45001

Read confirmation per audience shows that employees know the current work instructions, alongside the requirements of clause 7.5.
One platform

Works together with

Every module works on its own. Switch on more and they fill each other in automatically.

ProcessesLink procedures and work instructions to processes and steps Standards frameworkDocuments serve as evidence for standard clauses AutomationAn approval route guards the publication of new versions TrainingA new version automatically schedules re-instruction AuditsDocuments inform audit planning, checklists and preparation Management reviewThe approved review report automatically becomes a controlled document ActionsTurn overdue document reviews into an action Hazardous substancesSafety data sheets are stored as controlled documents Roles & responsibilitiesOwner, visibility and read audience are set per job role Objectives & KPIsObjectives refer to the policy document TRATRAs link work instructions and flag unpublished versions Compliance obligationsSource documents and evidence for obligations come from here
Knowledge base

Read more about Document management

What is a QHSE platform and what should you look for when choosing one?QHSE stands for Quality, Health, Safety and Environment. A QHSE platform brings the work on all four topics together in one environment. This article explains what such a platform does and what to look for when you choose one. QHSE software or Excel: when should you switch?Almost every QHSE system starts in Excel, and that is perfectly fine. Yet there comes a point where the spreadsheets cost more work than they save. This article helps you recognise that point. Introducing ISO 9001: how to set up a quality management systemISO 9001 is the most widely known standard for quality management. It helps you deliver consistently what customers expect and keep getting better. Here is how to set up a system that fits your organisation instead of a pile of documents. VSME reporting for SMEs: what is it and how do you start?More and more clients, banks and supply chain partners are asking smaller companies for sustainability information. The VSME standard gives SMEs a clear way to share it. Here is what VSME is and how to get started. Evaluating suppliers: criteria, scoring model and an example scorecardEvaluating suppliers means establishing, at fixed moments and with fixed criteria, whether a party delivers what you need. What you buy or outsource stays your responsibility towards the customer. Here is how to build an evaluation that stays workable. Document control for your management system: versions, approval and reviewDocument control in a management system ensures that employees always work with the current, approved version. ISO 9001 speaks of documented information and mainly asks for control, not a mountain of paper. Here is how to arrange it practically. Preparing for a certification audit: checklist for the final weeks and the day itselfPreparing for a certification audit is mostly about making sure you can show what you already do. This guide gives a checklist for the final weeks and audit day, describes what auditors often ask and explains how to handle findings. Management of Change: a step-by-step plan for controlled changeManagement of change (MoC) is the way you roll out changes to machines, processes, suppliers or organization in a controlled manner, so that an improvement does not become a new hazard. This plan runs from request to evaluation, with examples and pitfalls. Setting up a legal and regulatory register: know which obligations apply to youA legal and regulatory register shows which binding obligations apply to your organisation and whether you comply. Here you will read how to determine what applies to you, how to set up the register and how to keep it up to date. The CO2 Performance Ladder explained: what it is and how to startThe CO2 Performance Ladder is a scheme with which organisations demonstrate that they map and reduce their CO2 emissions. You mostly come across it in tenders. Here you will read the idea behind it, what you record and how to start. Traceability and recall drills: how to test whether you can really find your productA recall drill shows whether, when there is a problem, you can quickly find out where a batch came from and where it went. You test your traceability before it is really needed. Here you read how to organize it, run the exercise and record the outcome. What does QHSE software cost? Pricing models, extra costs and comparing quotationsThe price of QHSE software depends on the pricing model (per user, per module, per site or a fixed package), the number of modules and what is included in the price. There is no fixed market price. Compare quotations on the total cost over three years, including implementation, training and support, and not on the lowest monthly price. Implementing QHSE software: a step-by-step plan from Excel to a working systemYou implement QHSE software in steps: define your goal and scope, appoint an owner, start with one or two modules, set up roles, locations and templates, transfer existing data, run a pilot and then train the office and the shop floor. After a month, measure whether people really use the system, and only then expand. This plan applies to introducing a QHSE platform and to switching from Excel to QHSE software. Writing a QHSE policy: an example policy statement for ISO 9001, 14001 and 45001A QHSE policy is a short statement from management about what the organisation stands for on quality, safety, health and the environment, and what it commits to. It fits on one A4 page, provides the framework for measurable objectives and is known by everyone. Below you read what belongs in it, find an example text of about 120 words and see how to get from policy to objectives. Writing a work instruction: structure, writing rules and a worked exampleA work instruction describes step by step how to carry out a task safely and correctly. You write it for the people who do the task, with short sentences, one action per step and photos where possible. This guide shows when you need one, how to structure it, what a worked example looks like and how to make sure employees know it. How to make a RACI matrix: example and step-by-step plan for tasks and responsibilitiesA RACI matrix is a table that shows, for each task, who carries it out (R), who is accountable (A), who is consulted (C) and who is informed (I). The most important rule is that every task has exactly one accountable person. ISO 9001, ISO 14001 and ISO 45001 ask that responsibilities and authorities are assigned and known, and a RACI matrix is a widely used way to record that.
Glossary

Terms related to Document management

Occupational health and safety policyOccupational health and safety policy (arbobeleid)Arbo catalogueArbo catalogue (sector agreements on working conditions)Being audit-readyBeing audit-readyEvidenceEvidence (objective evidence)ISO 9001ISO 9001 Quality management systemsWork instructionWork instruction
Frequently asked questions

Questions about Document management

How do I show an auditor that everyone knows the procedure?

Open the document and go to the read confirmation tab: you see who confirmed when, who is still pending and who is overdue. With a shareable link you give the auditor temporary access to the current version.

Why can't employees see a document in the app?

Sharing with the employee app is a separate, deliberate choice. Switch on sharing with the app on the Publication tab.

Can I use Document management without the management system?

Yes. As a standalone module you get pure document management. Links to processes and standards, and recording a review as ISO evidence, come with the management system layer.

Do I lose old versions?

No. The full version history is kept; only the published version is visible to readers.

Start small

Start with just Document management and expand when you want

You do not have to set up everything at once. Switch this module on, add other modules later and keep using the same data and the same app. BrydgeOne fits every organisation, from a small company to enterprise, and you only pay for what you switch on, from € 49 per month.

Document managementStart hereProcessesAdd laterStandards frameworkAdd laterAutomationAdd laterTrainingAdd later

See Document management in your own situation

You only pay for the modules you switch on, from € 49 per month. In a demo we show how it works with your own processes.

Book a demo See pricing
Management system

More modules

Certificate managementTrack the validity of diplomas and inspections. Skills matrixKeep skills and training up to date. Project logbookDocument projects with supporting evidence. Supplier managementEvaluate and monitor suppliers. IntranetShare news, policy and documents internally. Risks & opportunitiesAssess risks and opportunities per process.
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