The document store is where you keep the policies, procedures, records and evidence your organisation needs for food safety and compliance — versioned, searchable, and ready for audit.
This article explains the basics: where to find documents, how versions work, and how organisation-wide documents differ from site-specific ones.
Where to find documents
Go to Standards > Documents. The page is titled Document store.
If Checklists or Risk Assessments aren't enabled for your organisation, Standards may open straight on Documents with no submenu — same place, fewer neighbours.
The Standards menu can show a badge such as N overdue, M upcoming for review when documents need attention. Your Reporting page also has a Document reviews card linking to overdue and upcoming reviews.
What a document is
A document in ASR is more than a file. It has:
Metadata — name, area, type, owner, review due date, scope (organisation-wide or a site), and tags.
Versions — every upload creates a version. Only one version is Current at a time; earlier ones stay as Superseded or Archived for the audit trail.
Review history — a record of when someone used Mark as reviewed.
You create the document record first, then upload the file. A document with no file yet often shows as Required — a placeholder waiting for content.
Organisation-wide vs site-specific
All sites (org-wide) / Organisation-wide — shared across the organisation (for example a group food safety policy).
Site: {name} — tied to one site (for example a site cleaning schedule or local certificate).
On the list, org-wide documents show All sites in the Site column. Team members and viewers only see site documents for sites they're assigned to; admins and auditors see everything.
A typical workflow
Open Standards > Documents.
Choose Create document, set the name, area, type and site, then Create.
On the document page, choose Upload file and decide whether to Activate the version or Keep as draft.
Set a Review due date and Owner in Edit metadata so reminders have somewhere to go.
When a review comes due, open the document, check the current file, and choose Mark as reviewed.
Who can do what
View — everyone with access to the organisation, subject to site assignment and Visibility.
Create, upload and edit — admins, auditors, members and managers (site scope still applies for members and site managers).
Delete — admins and auditors only. Members never see Delete document.
Viewers — can look, but cannot create, upload, edit or delete.
Details are in Who can view, upload, edit and delete documents.
Related articles
How to create and upload a document
How to find and filter documents
Document statuses explained
Document notifications explained