Prismatic Safety Spectrum Safety management software
A manager at a desk in a bright office looking at a large monitor showing the document read-status matrix, no paper anywhere on the desk.

Safety Spectrum

Document Management Module

Publish, version and sign off every document, in one place everyone can reach.

Schedule a Demo

One home for organizational documents

Published, versioned, acknowledged

The Document Management module gives your organization a single place to create, store, organize and version its documents, with approval workflows, access controls and required-review tracking, and puts the document library one click away from every page in the system.

A person holding a tablet upright to read a document and sign it on screen, with no paper on the desk.
The document read-status matrix on a large desktop monitor at a slight angle on an office desk.

What is included

Features

Publishing and versions

Create, approve and publish documents without losing history.

  • Authorized users create and publish documents, either by uploading files or by writing them directly in the system with the built-in editor.
  • Version control: publish new versions without losing history.
  • Users write documents and submit them for approval.
  • Revision requests with comments from any viewer.

Organization and access

Access by user or organization-wide, one click from every page.

  • Access restrictions by user, or organization-wide availability.
  • Sort and filter by type, category, tags, sub-types and dates.
  • The document library is one click away from every page in the system, through the icon in the header.
  • Upload documents, spreadsheets, photos and videos, with camera capture on mobile.

Full-text search

Every uploaded file is read and indexed, so a search looks inside the documents, not just at their titles.

  • When a file is uploaded, the system extracts its text and adds it to the search index: PDFs, Word documents, Excel spreadsheets and scanned PDFs alike.
  • Scanned documents are read by optical character recognition, so a scanned form or signed policy is as searchable as a typed one.
  • One search runs across the contents of the whole library and returns every document where the words appear, with the usual type, category, tag and date filters to narrow the results.

Review and acknowledgement

Required reading tracked to the person, with reminders and a read-status matrix.

  • Automatic notifications for expiries, approvals, revisions and new versions.
  • Required review with sign-and-acknowledge tracking.
  • A matrix view shows managers and supervisors who has read and signed each document, and who is outstanding.

Shared by every module

Every module runs on the Safety Spectrum core system: role-based access, track-changes history, automated notifications and tasks, offline forms, file uploads and customizable dashboards.

Explore the platform

Also in the suite

Works well with

See Safety Spectrum in action

Schedule a live demo of Safety Spectrum, tailored to your organization’s safety program.

Schedule a Demo

Who we work with

  • Municipalities and regional governments
  • Universities and colleges
  • School districts
  • Government institutions and First Nations
  • Private-sector organizations

Large Canadian organizations run their safety programs on Safety Spectrum. References are available on request.