SmartCheck
What SmartCheck is and how to certify a piece of evidence
Upload something and it is sealed with a demonstrable, immutable date, ready for when you are asked.
SmartCheck exists for one very specific moment: the day someone — an inspector, a lawyer, a client, an auditor — says "prove to me you had this on date X". It asks nobody for anything and cross-checks nothing: it certifies and archives.
What problem it actually solves
The date on a file on your computer proves nothing: anyone can change it. An email with the document attached proves a little more, but it sits in your inbox and you control it. What you need when someone is going to be held to account is for a third party to be able to check the date without trusting either side.
That is what SmartCheck does: it computes a unique fingerprint of the document, seals it with a timestamp, and records it in a way that makes any later alteration instantly detectable.
How to certify a document
- 1
Go to SmartCheck and create a folder
For example "2026 audit". Organising by whatever criterion you will be asked about — quarter, site, client — saves time the day the request arrives.
- 2
Click "Upload" and drop the file
Any format: PDF, photo, spreadsheet, video, audio. It does not have to be a "formal" document.
- 3
Wait a couple of seconds
As soon as it uploads, its fingerprint is computed and sealed. There is no extra step to remember.
- 4
Check it shows as certified
The file is marked with the exact date and time of sealing. That is what counts as evidence.
Certifying data with no document
Not everything worth dating is a file. A sensor reading, a committee decision, a statement, a stock count: you fill in a form and it takes exactly the same path — fingerprint, seal and date — with no need to manufacture a PDF just to have something to upload.
How it differs from the other two modules
| What to look at | SmartCheck | Trackline | Consigne |
|---|---|---|---|
| Who acts | Only you | Someone else delivers to you | Someone else signs |
| Does it read the content? | No, it seals it as is | Yes, it extracts data with AI | No |
| What it produces | A dated piece of evidence | A complete case file | A signed PDF |
| What it is for | Proving it existed | Gathering what is missing | Proving an agreement |
Worth knowing
SmartCheck not reading the document is deliberate. Nothing is interpreted here: what you uploaded is frozen exactly as it was.
Frequently asked questions
›Which formats does it accept?
Any. Certification works on the file as a sequence of bytes, so a video or an audio file is sealed just like a PDF.
›How long does certification take?
Seconds, at upload time. No overnight jobs, no queues to wait for.
›Can I certify something that is already in another module?
The modules are independent and each keeps its own. If you want a document certified in SmartCheck, upload it to SmartCheck.
›What if the document changes in a month?
You certify the new version. Both remain, each with its own date, and that sequence is usually exactly what is worth proving.
›Can certification be automated from another system?
Yes, there is a public API: an ERP or a quality system can certify each invoice or each record at the moment it is generated, without anyone having to remember.
A real case
The situation
An ISO 9001 company runs internal audits every quarter and always ends up arguing whether a record was made before or after the non-conformity.
What you do
- Creates one folder per quarter
- Certifies each record the same day it is produced
- Shares the evidence link with the auditor
What you get
The auditor checks the date of each record independently, without having to take anyone's word for it.
The situation
Proof is needed that a report existed on a given date.
What you do
- Timestamps the report the day it is closed
What you get
The date does not rest on anyone's word.
The situation
The file's modified date is relied upon.
What you do
- Timestamps the document instead of trusting the system
What you get
The date stops changing when the file is copied.
The situation
Something is sealed and then corrected.
What you do
- Seals the corrected version too
What you get
Both versions carry their own date.
The situation
You want to seal without revealing the content.
What you do
- Shares only the document's fingerprint
What you get
The proof travels without the content.
The situation
Nobody knows what has been sealed and when.
What you do
- Checks the evidence listing
What you get
The history is in plain view.
This article answers
- how do I prove I had a document on a given date
- give a document a trusted date
- certify a document for an audit
- what is SmartCheck
- document timestamping