Document Consistency Check
Inconsistencies found early, and left for you to judge.
A document set drifts slowly and never all at once. A procedure gets a new version and the old one stays in the live folder. A form is renamed and three procedures still point at the old name. A review date passes and the only person who would have noticed was the one who set it.
From folder to findings, in four steps.
The check runs over the folders you have agreed in writing, and only those. It opens documents to read them and never to change them.
Every document is indexed with its version, its dates, its owner, and the other documents and forms it refers to.
The index is checked against itself: duplicate versions, superseded copies still live, references that lead nowhere, dates that have passed, responsibilities that disagree between two documents.
Findings are listed with the evidence for each, graded by how much attention they want. Nothing is edited, moved, or declared wrong.
What changes after we deploy this.
If any of these describe your business, this workflow earns its keep.
Where procedures, forms, and records are formally controlled, the cost of drift is not confusion. It is a finding, and findings arrive at the least convenient time.
Drift is a side effect of more than one person doing the right thing in slightly different ways. It is nobody's mistake, which is exactly why nobody catches it.
The work of tidying a document set is dull but finite. The hard part is knowing what needs tidying, and that is the part a read-only pass can do in an afternoon.
How confident are you that there is only one live version of each procedure?
With your written permission we will run a read-only pass over a folder you choose and show you what it finds, whether that is six things or nothing.
It runs inside the tools you already use.
And 30+ others. If your tool is not listed, ask.
See every integrationThe questions we get before we build.
Still unsure? Ask us directly and we will answer before you commit to anything.
Does it change any of our documents?
No. It opens documents to read them and produces a list. Nothing is edited, moved, renamed, or archived. This is deliberate rather than cautious: a tool that can rewrite a controlled document is a tool that can quietly break a controlled document.
Does this make us compliant?
No, and nothing that runs on a server can. If you are audited against ISO 9001, what this does is find inconsistencies in your document set so a person can decide what to do about them, and nothing beyond that. Whether your system meets the standard is a judgement for you and your auditor.
What access does it need?
Read access to the specific folders you nominate, agreed in writing first. Scope covers which folders, which documents, whether personal or customer information is present, and who may see the findings. Existing technical access to a drive is not the same thing as permission to run a compliance analysis over it.
Does our content go to an AI provider?
That is your decision and it is asked explicitly, not assumed. Some of the checks are structural and need no AI at all. Where document text would be processed externally, that is scoped and agreed, and there is a reduced version that keeps everything in place if you would rather it did not leave.
What if it flags something that is not a problem?
It will, sometimes, and that is worth planning for rather than pretending away. Findings are graded so the obvious ones are quick to clear, and rules that produce noise for your particular document set get tuned out during the first few runs.
How often would it run?
Usually monthly, with a fuller pass before an audit. Running it continuously tends to produce the same list repeatedly; running it monthly gives the findings time to be acted on between passes.
Other automations that complement this one.
This finds what is inconsistent today, and Corrective Actions is what carries a finding through to a fix that has been checked. Review and Expiry Reminders stops the dates lapsing in the first place, and Evidence and Audit Pack gathers the records showing the processes actually ran.
Want to know what a read-only pass would find?
Nominate one folder. We will run the check, show you the findings, and change nothing.
Every workflow is a managed monthly service. No credit card, and we respond within one business day.