External Document Control Live
Every supplier certificate, current and on file.
Upload a certificate once. Obel-MS reads it, files it under the right supplier and product, and tells you before it expires.
Quality Management
External Document Control
How it works
An inbox that becomes an audit-ready register.
- 01
Upload to the Inbox
Drop a supplier certificate, spec or statement into the Inbox. It accepts PDF, PNG or JPG, any file your auditor hands you.
- 02
AI reads the document
Document type, supplier, manufacturer, product, certificate number and dates come back as suggestions in seconds.
- 03
Approve into the Register
Accept, edit or dismiss each field, then approve. The document moves to the Register with status Validated.
- 04
Auto-filed in the EDC Folder
No one drags a file into a folder. It lands under Supplier, then Manufacturer, then Product, from its own metadata.
- 05
Expiry tracked from here on
Active, Expiring soon, Expired or No expiry set is computed for you, and a digest goes out before anything lapses.
Step 2
Fields read straight from the document.
Obel-MS reads digital PDFs directly, and reads scanned documents in Latin-script languages with OCR. Document Type, Supplier, Manufacturer, Product, Certificate No., Issue Date and Expiration Date come back as suggestions you can accept, edit or dismiss.
Nothing is written to the record until you approve it.
The EDC Folder
Supplier, then manufacturer, then product.
Every approved document auto-files itself. The tree builds live from each record's own metadata, so nobody names a folder or drags a file.
Quality Management
External Document Control
- Silverleaf Botanics6 files
- Silverleaf Botanics4 files
- Rosemary Extract2 files
- FSSC 22000 - Botanical Extracts - Silverleaf Botanics
- Certificate of Analysis - Rosemary - Lot 26-017
- Thyme Extract2 files
- Specification - Thyme Extract
- Statement - Vegan - Thyme Extract
- Olsen Fermentation2 files
- Oat Fibre 2002 files
- Statement - Allergen - Oat Fibre
- TDS - Oat Fibre 200
- Northwind Ingredients11 files
- Harbourline Chemicals3 files
- Xanthan Gum3 files
- Statement - Vegan - Xanthan Gum - Meridian
- COA - Xanthan Gum - Lot 3390
- Halal Certificate - Xanthan Gum
- Tamarind & Vale5 files
- Kestrel Packaging(empty)
Keeping current
A new version, with the old one kept.
Certificates get renewed. Upload the new one onto the same record, and the old file stays as a version-history entry.
Every prior version stays viewable, with who uploaded it and when.
Cleaning up a register
Fix twenty records in one pass.
Select a batch of documents and set supplier, manufacturer or product across all of them at once. Keep what already differs, set a value, or clear it.
The folder tree re-files everything the moment you save.
Step 5
Nobody has to remember an expiry date.
Document Status is computed for every record: Active, Expiring soon, Expired or No expiry set. The window defaults to 30 days and is configurable.
A digest goes out by email and to Teams before anything lapses.
What auditors see
Who approved it, and when.
Every approval, new version, archive and expiry digest is logged to the audit trail, with a timestamp and who did it. Export it when it's audit day.
Guides on this topic
- Control of external documents under ISO 9001Which external documents you must control, how to keep a register of them, and a register template you can copy.
- How to track supplier certificates and expiry datesA practical way to collect supplier certificates, track every expiry date and have the right certificate ready when an auditor asks for it.
- ISO 9001 document control: what clause 7.5 asks forWhat documented information ISO 9001 requires you to control, what a controlled document is, and what auditors check.
Get your supplier certificates under control.
From R1,490$139€119£109A$209 a month excl. tax, hosted in the Google Cloud region you choose. Onboarding on Essentials and Professional includes an import of your existing documents.
Or email chat@obel-ai.com