Document Management
Every policy current. Every document findable.
Aged care providers manage hundreds of policies, procedures, forms, certificates, and compliance documents. Statura Care’s Document Management module provides centralised storage with categorisation, tagging, version control, and expiry monitoring — so the right document is always findable and always current.
The Challenge
Policies in shared drives, certificates in filing cabinets, and procedures in email attachments create a compliance risk. When an auditor asks for your infection control policy, you need it in seconds — not hours. Expired documents that haven’t been reviewed are a regulatory finding waiting to happen.
Key Capabilities
What the Document Management module does.
Centralised Document Repository
Store all organisational documents in one searchable repository with folder structure, categories, and tags. Full-text search finds documents by content, not just filename.
Version Control
Track document versions with change history, author attribution, and the ability to view or restore previous versions. Only the current version is displayed by default.
Expiry Tracking
Set review and expiry dates on policies, certificates, and compliance documents. Escalating alerts ensure documents are reviewed and renewed before they lapse.
Template Management
Maintain a library of approved templates for common documents — care plans, incident reports, consent forms, meeting minutes. Templates ensure consistency across your organisation.
Access Controls
Control who can view, edit, and approve documents by role and module. Sensitive documents (HR, financial, clinical) are restricted to authorised staff only.
Document Register & Reporting
Complete register of all documents with category, status, owner, and review date. Expiry reports highlight documents approaching or past their review date.
Regulatory Requirements
What the law requires.
The Aged Care Act 2024 (Part 10) sets specific obligations that this module helps you meet systematically.
Policy Currency
Providers must maintain current policies and procedures that reflect legislative requirements and best practice.
Document Retention
Records must be retained for prescribed periods under the Aged Care Act and Privacy Act.
Audit Readiness
Compliance documents must be readily available for regulatory audits and assessments.
Works With
Better together.
When modules work together, intelligence compounds. Document Management integrates with these modules for a complete compliance picture.
Governance
Governance meeting minutes, policies, and strategic plans stored in the document repository.
Quality Standards
Evidence documents for Quality Standard compliance linked from the document register.
Workforce Compliance
Worker certificates, qualifications, and screening documents stored and tracked centrally.
FAQ
Frequently asked questions
How does the module handle document version control?
Every document maintains a complete version history with change tracking, author attribution, and the ability to view or restore previous versions. Only the current version is displayed by default, so staff always work from the latest approved version.
Can the system alert us when policies are due for review?
Yes. Set review and expiry dates on any document — policies, certificates, compliance documents. Escalating alerts at configurable intervals ensure documents are reviewed and renewed before they lapse, which is a common finding in ACQSC assessment contacts.
How does access control work for sensitive documents?
Document access is controlled by role and module. Sensitive documents — HR files, financial records, clinical notes — are restricted to authorised staff only. Every document access is logged in the audit trail.
See Document Management in action.
Request a personalised demo of the Document Management module tailored to your organisation.
Free trial includes Essentials tier (11 modules). No credit card required.
Not sure where to start? Take our free compliance assessment →