Use case 03

The procedure passes audit without a last-minute scramble

Go into your audit with documents already versioned, approved, signed and traceable all the way back to field evidence.

The reality today

Three weeks before the audit, teams put their regular work on hold

The audit is announced. Out comes the list of procedures, the hunt for current versions begins, and you discover that two documents are circulating for the same task and neither is signed.

Approvals are rushed through, from signatories who haven't had time to read. What's supposed to be a check turns into a catch-up exercise.

The auditor, for their part, doesn't just ask for the document. They ask who approved it, when, on which version, and on what basis you claim it's still the right method. That's where the gaps show up.

With Prism

The proof is already in the document

Every published procedure carries its version number, revision date, owner, named reviewer and the document owner's signature. The revision table gives the complete history.

The approval workflow is the normal path, not an end-of-project formality: technical review, health and safety approval where it applies, then signature. Every action is logged with who took it and when.

And when the auditor asks what the method is based on, a QR code takes them to the original field video. Few document systems can provide that kind of proof.

BEFOREAFTER
Two versions of the same document in circulationOne published version, clearly identified
Approvals obtained in a rushApproval workflow tracked and dated
No log of who changed whatComplete audit log, by site
Nothing linking the document to reality in the fieldQR code to the source video

What makes it possible

Three features, not a catalog

Document control

Versions, signatures, standard owner, revision table, controlled-document numbering, signed PDF export.

Approval workflow

Mandatory steps, a clear view of who needs to act and for how long, return to the writer with comments.

Audit log

Timestamp, event, object, actor, site. From step edits to revoked permissions and publications.

Who it's for

The roles involved in this scenario

The quality team

They prepare the audit file with documents that are already compliant, with no emergency push.

The OHS manager

They approve within the workflow, with the right to require a correction before publication.

The document owner

They sign knowing exactly what they're signing, and their signature stays attached to that exact version.

Looking ahead

From one successful audit to compliance that holds all year round

When the audit trail is produced as you go, the audit becomes a read-through, not a project. The same mechanism then rolls out site by site, with templates specific to each one and an overall view for management.

One platform, every site, every language →

Take your site's most scrutinized procedure

We'll show you its document control record, its approval workflow and its audit log.

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