Document management

Probo documents are controlled records for policies, procedures, reports, and other compliance material. A document has a lifecycle; its versions preserve the content and decisions that were current at a point in time.

Versions and publication

Edit work in a draft version. Publishing creates the version intended for use or review. Archived documents remain part of the record but are removed from active use. Avoid editing a document merely to change its approval history; create a new version when the controlled content changes.

Approval quorums

An approval quorum defines who must decide before a document can proceed. Decisions are recorded against a specific version so later revisions do not rewrite the history of an earlier approval.

Electronic signatures

Signature requests also belong to a document version. A request can be completed, cancelled, or voided according to its state. Confirm the signer identity and intended document version before requesting signatures.

Export and evidence

Documents can be exported as PDF and linked to controls and measures. A controlled document explains what the organization intends to do; evidence demonstrates that a measure operated. Keeping those roles distinct makes audit review clearer.

Access to drafts, approvals, and signatures follows organization authorization. Use the audit log when investigating changes to controlled records.