Every compliance document, in one place, with expiration tracking that actually fires.
Licenses, permits, inspection reports, contracts, insurance, employee records — searchable down to the words inside the PDF, taggable, versioned, and linked to the violations and inspections that depend on them.
The problem with shared drives
Compliance documents have an expiration date. Licenses expire. Insurance lapses. Permits need renewal. Employee certifications run out. The document is fine; what's missing is the system that fires an alert before any of those things stop being true.
The document vault is that system — and a real records-retention system, and a search engine that reads inside your PDFs.
What you get
A folder structure that comes pre-built. Every new organization gets the standard cannabis-compliance folder structure on day one: Licenses & Permits, State Correspondence, Inspection Reports, Employee Records, Product Records, SOPs, Contracts, Insurance, Other. Customize as needed.
Expiration tracking that fires — at thresholds you choose. Set an expiration date on any document. The platform sends alerts at 90, 60, 30, 14, and 7 days before expiration by default — to the document uploader, the location's compliance manager, and org admins. Override the threshold list per document for anything that needs a different cadence. Expiring documents also surface on the compliance dashboard.
Retention policies that enforce themselves. Define org-level policies scoped by folder, tag, location, or org-wide. When a document crosses an age threshold, the policy either notifies a list of users or archives the document automatically with the reason recorded. Each policy + document pair fires once — no duplicate alerts, no surprise archives.
Full-text search across everything — including inside the PDF. Document name, description, tags, linked entity names, and the actual text inside your PDFs are all indexed. Global search (⌘K) returns snippet previews from the body so you find the document by what it says, not just what it's named. Tags are free-text with autocomplete from existing tags in your org.
Linked context. A document isn't just a file in a folder — it's evidence for a violation, supporting documentation for an inspection, an employee's certification, or a facility's license. Link a document to multiple entities; find it from any of them.
Version history built in. Upload a new version of a document; the old version is archived but downloadable. Required when proving what was on file at a specific point in time.
Access logging. Every view and download is logged. Critical for HR records, financial documents, and anything else with privacy implications.
What sets us apart
- Expiration alerts at configurable thresholds (default 90/60/30/14/7 days) — overrideable per document, fired to the right people automatically.
- Retention policies — folder-, tag-, location-, or org-scoped policies that notify or auto-archive documents past an age threshold. Idempotent so nothing fires twice.
- Full-text search inside your PDFs — text is extracted and indexed automatically, surfaced via global search with snippet previews.
- Linked to violations, inspections, employees, and facilities — find the document by the thing it's about, not just the file name.
- Access log per document — who viewed or downloaded what, when. Critical for sensitive personnel records.
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