One approved version. Always.
When someone asks which document is current the answer should take seconds, not a search through four folders and three email threads.
AI Cloud
Modern Work
Change & Adoption
Most document problems aren't document problems. They're version problems.
The health and safety procedure exists. So does last year's version. And the draft from six months ago that someone saved locally. When an incident happen, or an inspector arrives, the question isn't whether the document exists. It's which one was current at the time. That question should have an immediate answer. In most organisations, it doesn't.
What our clients say.
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“Together, we focused on making it easy for people to find, use, and trust the right document – every time.”
Ana Deckard
Records Management Officer, Central Hawke’s Bay District Council
How it works.
1 - One version. Always current.
Documents published through a controlled workflow. Drafts stay drafts. Only approved versions are visible to staff. No hunting. No guessing.
2 - Reviews happen automatically.
Every document has a review date. Owners get notified. Nothing sits unreviewed because it fell off someone's to-do list.
3 - The audit trail exists without anyone creating it.
Every approval, every change, every version. Recorded automatically. When the auditor asks, the answer is already there.
What changes
No more version confusion
Staff open one document. It's the right one. The approved one. The current one.
Compliance without chasing
Review cycles happen on schedule. You don't have to manage the process manually. The system does it.
Audit-ready by default
The trail exists before anyone asks for it. Not assembled in a hurry after the fact.
IT stays out of it
Document owners manage their own content. No IT tickets to publish an updated procedure.
What it looks like
in practice
Central Hawke’s Bay District Council (CHBDC) needed a better way to manage critical documents like policies, procedures, and emergency plans across its teams. We partnered with CHBDC to deliver iWorkplace™ Controlled Documents solution in Microsoft 365. Together, we focused on making it easy for people to find, use, and trust the right document – every time.
"Our new controlled documents solution has been a game-changer. It saves us time, reduces risk, and makes document reviews effortless. Most importantly, it ensures we always access and publish the most up to date document, building trust within our business and with the public."
Ana Deckard
Records Management Officer
Case Study
December 5, 2025
Building Trust with a Smarter Approach to Controlled Documents
Central Hawke’s Bay District Council (CHBDC) needed a better way to manage critical documents like policies, procedures, and emergency plans across its teams. We partnered with CHBDC to deliver iWorkplace™ Controlled Documents solution in Microsoft 365. Together, we focused on making it easy for people to find, use, and trust the right document – every time.
Know which version is current. Always.
Controlled Documents is part of the iWorkplace Business Solutions suite, built on Microsoft 365, governed from day one.
