Documents: owed, drafted, approved, issued

Documents (under Prove it) is the register of every document your frameworks require — composed from the obligation data you have already entered, so nothing here asks you to retype something the register already knows. A document is something you produce, sign and hand to a regulator; a report is something you read, and those are on Reports.

Four buckets that sum to the total

The header counts document instances, not rows: Annex IV is not one document at 2%, it is one per high-risk system. Every instance is in exactly one of four states — Owed (nothing captured yet) · Drafted (data captured, not signed off) · Approved (signed off, no public seal) · Issued (sealed and verifiable) — and the four sum to the total. There is no fifth bucket, and nothing here measures whether an editor exists.

Required of you, or all types

The default tab, Required of you, is derived — never declared — from the obligations the engine generated for each system and the frameworks you subscribe to. All types is one click away. Filter by framework when more than one is in play.

Organisation-scope documents are one row each. Per-system documents render as a type × system matrix: every instance has its own cell and state, a system whose classification does not oblige a document reads n/a, never zero, and above a handful of systems the matrix becomes a picker.

Every row opens a working editor

Every row and every cell is a destination with its own URL. Which editor opens depends on how the document is produced — a chip on the row says which:

• Composed — no fields of its own; assembled from obligation data. The editor is a section outline naming the obligation that feeds each section, shown one section at a time, saving into the obligation itself (the Annex IV technical documentation, the QMS document, the Statement of Applicability).
• Prescribed — a fixed field set in a fixed order, validated against the Annex, with every field citing the Annex point it answers (the EU declaration of conformity against Annex V; the Annex VIII registration sheet).
• Structured — a defined field set, your content: the smart form.
• Policy — a clause outline, rich text per clause, version history and approval (the six policy documents; see Policies: what the organisation decided once).
• Generated — a description, a button and a hashed file.

Documents that already have a bespoke editor — Annex IV, the declaration, Annex VIII, the instructions for use, the FRIA — open that editor, with a way back here. A document produced from a register (processing activities, suppliers, controls, training, incidents) offers that register as a next step rather than replacing the page.

The Issued archive

The far-right tab, Issued, is the archive: every document this organisation has produced, newest first, each under its own hash and reference. An issued document is never overwritten. Re-issuing appends a new entry; the earlier one stays retrievable exactly as issued. Each issue carries its retention class stamped at issue time — the ten-year floor of Art. 18 for technical documentation, the declaration and dossier records; six months for automatic logs — so a later reclassification cannot shorten a clock that already started, and a statutory floor cannot be clicked away.

Tracking is free, producing is paid

The register renders on every plan. Generating and issuing needs the Govern plan or above — which every workspace has during early access.