Traceability and compliance
Who did what and when
The record that turns a file into evidence, and how to show it to a third party.
The difference between a shared folder and this platform is not where the files live: it is that every step is on record. Who asked for what, when the notice went out, when the link was opened, who uploaded the document, who corrected a field and who confirmed it.
What gets recorded
- Sends: to whom, on which channel, at what time, and whether they bounced.
- Opens: when each link was opened, which separates "it never arrived" from "they did not look".
- Deliveries: which document, who uploaded it and from where.
- Automatic readings and manual corrections, with who confirmed each field.
- Signatures: who, when, at what level and whether they validated the code.
- Changes to the organisation's configuration.
Why it cannot be edited
Same reasoning as in SmartCheck. A record its owner can modify proves nothing to a third party, because the other side can always claim it was changed afterwards. Immutability is what gives it value.
How to show it to an outsider
| You need | You use |
|---|---|
| An auditor to check one specific document | The evidence link or public verification |
| To produce a signature in proceedings | The signed PDF and its evidence chain |
| To hand over a whole period | The exported folder dossier |
| To justify an internal action | The organisation's audit log |
Worth knowing
What makes evidence strong is that someone who does not trust you can check it. That is why public verification needs neither an account nor your permission.
How long it is kept
It depends on your organisation's retention policy, configured according to what your sector requires. If you need to keep something beyond that on your own terms, download it: a signed PDF is self-contained and validates without depending on the platform.
Frequently asked questions
›Can I see who downloaded a document?
Accesses are logged along with the rest of your organisation's traceability.
›What if someone on my team leaves?
Their access is withdrawn, but what they did stays under their name. If it vanished, the history would stop being traceable.
›Does it work as evidence in legal proceedings?
What you produce is the signed document with its evidence chain and timestamp, which a third party can verify independently.
›Can the log be exported?
Yes. That is what you hand over in an audit, rather than walking someone through screens.
A real case
The situation
A client claims they were never asked for a document that is missing from their file.
What you do
- Opens the case and shows the send date and channel
- Shows the link was opened two days later
- Confirms nothing was delivered and that they were reminded twice
What you get
The conversation stops being about who remembers what, because the facts are dated.
The situation
Somebody claims they reviewed something and there is no record.
What you do
- Checks that action's log
What you get
What was done has an author and a time.
The situation
A figure appears changed and nobody knows who touched it.
What you do
- Checks the figure's own history
What you get
The change has a date and someone responsible.
The situation
You want to know who granted a third party access.
What you do
- Looks up the action in the log
What you get
Granting stops being anonymous.
The situation
Two people give different accounts of what happened.
What you do
- Checks the recorded sequence
What you get
The dispute closes by looking.
The situation
An auditor asks for evidence of a control.
What you do
- Shows the log of real operations
What you get
The control moves from assertion to evidence.
This article answers
- who did what and when on the platform
- audit log
- how do I prove what happened to a document
- public verification of a document
- how long are documents retained