One current version, and everyone can find it

Why shared drives stop working

A shared folder is fine until documents start having versions, approvals and audiences. Then you get four copies of an SOP with slightly different content, nobody certain which is current, and an audit that turns into a two-week search. The documents exist — the problem is confidence about which one is correct.

What's included

Version control — one current version per document, with full revision history and the ability to see what changed and when.

Controlled access — who can view, edit and approve, set by role and department rather than by who has the folder link.

Review and approval workflow — documents routed for sign-off before they become current, with an auditable trail.

Structured search — find documents by type, machine, customer, department or date rather than by remembering a filename.

Retention and expiry — certificates and licences with expiry dates flagged before they lapse.

Audit-ready export — produce the document set an auditor asks for without a manual hunt across systems.

Adding AI search on top

Once documents are organised and versioned, an AI assistant can answer questions directly from them, with citations back to the source document. That's the natural next step rather than the starting point — see AI knowledge base and our manufacturing AI work.

Frequently asked questions

Can we migrate our existing shared drive into this? Yes — bulk import is normally part of the project. Cleaning up duplicates during migration is usually the harder part, and we'd plan for it explicitly.

Does it work for ISO or customer audit requirements? The version control, approval trail and retention features are built with that in mind. We'd want to review your specific standard during scoping rather than assume it's covered.

Can it handle drawings and CAD files? Yes for storage, versioning and retrieval. Searching inside CAD content specifically is a different problem — see our engineering industry page.