# Official documents with control and traceability | Vindula > Document management module to centralize official documents and videos with versioning, validity, categories, and traceability. Source: https://vindula.ai/en/platform/document-management GED # Official documents and videos in the right version, with control and traceability Centralize policies, procedures, manuals, and videos with versioning, validity, categories, mandatory reading, and electronic signature in the same environment as corporate communication. Book a guided demo Version comparison • Per-category validity • Mandatory reading • Signature connection Version control with accessible history inside the official document environment. Module capabilities ## What the document management module includes See the capabilities that organize documents, videos, versions, categories, and evidence inside document management routines. ### Documents and categories Centralize official documents with hierarchical categories, custom fields, tags, and automatic preview in the same environment. - Upload and automatic processing Upload documents and videos up to 5 GB for official materials, training, internal campaigns, and operational records. - Hierarchical categories Category tree with settings inheritance, validity, target audience, and post-processing per level. - Custom fields Per-category fields to organize documents by contract, employee, process, or another important context. - Color-coded tags Visual markers for free classification, filterable in search and record mode. - Curated collections Internal pages with selected documents, manual ordering, and shareable links. - Preview and viewer Viewer for PDF, video, and audio with access controlled according to company permissions. ### Versioning and history Version control with change comparison, controlled restoration, and accessible history for each official document. - Version history Each version recorded with number, date, author, size, and automatic processing status. - New version upload New version insertion with automatic processing and optional support to organize the content. - Side-by-side comparison Version comparison with highlights of what changed and a summary of updates. - Controlled restoration Use a previous version as a new reference while keeping decision history. ### Validity and notifications Global or per-category validity policy with advance warning, access blocking, and update audit. - Global and per-category policy Simple mode (author only) or composite mode (author + departments, teams, users) with configurable duration and lead time. - Expiry notification Automatic alert with configurable advance days per company, considering timezone. - Expiry blocking Expired documents can have download blocked or access fully restricted per policy. ### Mandatory reading and signature Reading obligations with progress tracking, electronic signature, and evidence audit. - Reading obligations Link documents to obligations with deadline, recurrence, priority, and target audience by department, team, or user. - Progress tracking Progress from 0 to 100% per obligation, with time spent and transition between pending, in progress, and completed. - Electronic signature Configurable acknowledgment methods, all with evidence and audit records. - Report export Exportable progress report with filters by audience, deadline, and status. ### Search and AI support Search within documents, context-based lookup, and answers with references to the original document. - File content reading Processing that helps locate information in searchable PDFs and images. - Context-based search Lookup that considers the meaning of the question and helps find the right document faster. - AI answers with citation AI-assisted answers with references to the original excerpt to support lookup and review. ### Integrations Sync with Google Drive and Microsoft SharePoint to bring external documents into document governance. - Google Drive Folder sync with document categories, organized import, and version control. - Microsoft SharePoint OneDrive and SharePoint support to browse folders, sync content, and organize imports. Operational control ## What the team starts controlling day to day The value of document management is not just in archiving. It is in keeping the right version, validity under control, and reading evidence when operations require it. Centralize official documents in hierarchical categories with custom fields and filterable tags. Store videos up to 5 GB alongside the official library when campaigns, training, or operational records need to stay in the same governed environment. Control version, validity date, responsible owner, and accessible history of each official document. Compare versions side by side, understand what changed, and return to a previous version when needed. Configure global or per-category validity policy with advance warning and access blocking on expiry. Link documents to reading obligations with deadlines, electronic signature, and progress report export. Organize collections and categories to make the correct document source easier to consult. Search content within documents and get AI-assisted answers with references to the original excerpt. Sync Google Drive and SharePoint folders with document categories, with automatic import and versioning. Connected to the rest of the platform ## Document management does not need one system for archiving, another for reading, and another for signing When document management enters the same environment as the official channel, the company organizes documents, videos, audiences, evidence, and validity with less operational friction. ### Official communication When documents need to circulate to internal audiences with publishing context, the document module connects with communication channels. Learn more ### Human Resources Internal policies, employee files, and vacation documents can use the document module with record mode and signature. Learn more ### Training and learning paths When official documents need to be part of journeys with reading evidence and mandatory progress. Learn more ### Electronic signature When documents need a workflow with recipients, tracking, and an associated receipt. Learn more Best fit ## Where this module usually makes the most sense The gain appears faster when operations depend on official version, controlled validity, and reading evidence. ### Internal policies with version and validity When teams need to consult the correct document without doubt about validity and current version. ### Procedures with formal updates When critical changes need clear history of what changed, when it took effect, and who approved. ### Documents for operations When field teams, job sites, or plants need the official source without relying on outdated printed copies. ### Reading and acknowledgment with evidence When audits require reading receipts, electronic signatures, and progress exports. FAQ ## What usually comes up in document management conversations Objective questions to align expectations about the module and what it actually delivers today. What features are included in Vindula's document management module? The module brings together upload with automatic processing, hierarchical categories, per-category fields, tags, versioning with change comparison, validity policy, record mode, mandatory reading, connection to electronic signatures, AI-assisted search, Google Drive and SharePoint integration, and curated collections. What is record mode in the document module? It groups documents by the value of a custom field, such as CPF, contract number, or process ID. The panel shows records on the left and documents per record on the right, with facets for tags and types, and sensitive field masking. How does document validity work? There is a global policy per company (simple or composite) and per-category overrides. Each document inherits the policy or gets its own configuration with start date, end date, and advance warning days. On expiry, download can be blocked or access fully restricted per policy. Does document management connect with mandatory reading and signature? Yes. Documents can be linked to reading obligations with deadlines, priority, and target audience. The platform tracks progress, time spent, and electronic signature through company-defined methods. The progress report can be exported for internal analysis. Does the module replace SharePoint or Google Drive? No. The document module integrates with Google Drive and SharePoint to bring existing documents into a more governed routine. The difference is validity management, mandatory reading, signature, record mode, and version history. How does document management implementation start? The rollout can start from the main problem: centralizing official documents with versioning and validity. Then, as needed, connect mandatory reading, electronic signatures, and integrations. The module works together with communication, HR, and training when the company needs it. ## Want to see how document management enters your process? The guided demo shows versioning, validity, mandatory reading, and electronic signature connection in the real context of your official documents. Book a guided demo See the platform