Document Management | Document Versioning
Replace a document. The old version stays. The auditor can still find both.
Every upload, edit, replacement and delete is captured with user, timestamp, IP and reason. Old versions stay alongside the current one, and the audit trail is hash-chained. Auditors and the courts see the chain of custody, not just the latest file.
What the system does
Capability, input, output.
| Capability | Input | Output |
|---|---|---|
| Upload capture | File + user + IP | Versioned archive entry |
| Replacement flow | Replacement file + reason | New version, prior moved to history |
| Soft delete | Reason + authoriser | Hidden from active surface; in audit log |
| Hash chain | Every event | Chain root with signature |
| Auditor view | Read-only role | Full version history visible |
-
Upload capture
- Input
- File + user + IP
- Output
- Versioned archive entry
-
Replacement flow
- Input
- Replacement file + reason
- Output
- New version, prior moved to history
-
Soft delete
- Input
- Reason + authoriser
- Output
- Hidden from active surface; in audit log
-
Hash chain
- Input
- Every event
- Output
- Chain root with signature
-
Auditor view
- Input
- Read-only role
- Output
- Full version history visible
Compliance + integrations
A version history the auditor can rely on.
An audit trail on the ledger is expected. Extending it to the source documents behind the ledger is what closes the gap, because a replaced invoice with no history is a hole in the evidence even when every journal entry is perfect.
Regulations we work within
-
Books and records
Retention for the statutory period applies to the versioned archive, not only the current file.
-
State privacy laws
Personal data removed on a valid request, with the erasure itself recorded.
-
Electronic Transactions Act
Electronic records are not denied legal effect for being electronic.
Connects to
- Auditor read-only access Full version history
- Erasure requests Right-to-erasure execution
Document Versioning FAQ
What buyers ask.
If a vendor sends a corrected invoice that replaces the original, can the auditor see both?
Yes. The replacement creates a new version, with the original preserved in history. The auditor sees both the original (with its capture date) and the corrected version (with its replacement date and reason). The bill record links to the version active at the time of posting.
A document has to actually be deleted. How does that work against a retention obligation?
The two pull in opposite directions, which is why it is a workflow rather than a delete button. An erasure request under the PDPA, or under the GDPR where you hold European data, triggers a hard delete that needs authorisation, a reason and a legal basis, and it is refused where a statutory retention period still applies. The content goes; the record that it went stays, which is what you need if anyone asks later.
Can the auditor verify that no file has been tampered with post-upload?
Yes. Each file's hash is captured at upload and chained into the audit log. The auditor verifies any file by re-computing its hash and comparing against the chain. Any tampering breaks the chain.
More in Document Management
Related features
Audit Evidence Packs
Per-filing evidence packs auto-assembled. One-click pack export with hash-verified chain.
See Audit Evidence PacksDocument Full-Text Search
Full-text search across PDFs, Word, Excel and image-OCR text. Filter by counterparty and period.
See Document Full-Text SearchSecure Document Sharing
Time-boxed links for auditors and lenders. Role-based access, watermarks, view-only or download.
See Secure Document Sharing
Upload a document. Replace it. See both.
Free trial. Upload a vendor invoice. Replace with a corrected version. The audit trail surfaces both with timestamps, users and the replacement reason.