Document control that stands up to an audit
There is always a single valid version in circulation. The right people approved it with an electronic signature. Everyone concerned has provably read it. And at the end of its life the document is destroyed in a controlled way, with a certificate as proof.
For mid-sized and larger companies · manufacturing and beyond · automotive and non-automotive
You have the documents. Not the certainty.
"Which version actually applies?"
Instructions live on shared drives and in emails. A printed copy hangs on the shop floor and nobody knows whether it is current.
"They signed it, but where is it?"
Employee acknowledgement is proven with paper attendance sheets. Before an audit, signatures get hunted down and gaps filled in.
"The change went through. Everywhere, probably."
A procedure changes, but nobody knows for sure whether it reached all related documents, trainings and workplaces.
iDomino DMS answers all three questions immediately and with proof: what is valid, who read it and what changed.
Show meWho a document belongs to, where it applies and who read it
Three layers that add up. Each document offers itself to the right people in the right place, and you have proof it arrived.
Distribution
Rules target roles, groups, individuals, workplaces and entire document types. When a new version is released, notifications go out and acknowledgements are generated automatically. No manual sending.
Operational links
A document is placed on a location, workplace, station, machine or product - down to a specific page of a PDF. The kiosk then shows exactly what applies at that spot.
Acknowledgement
A provable "read and understood" confirmation tied to a specific released version. Who, when, through which channel and in which language - all on record. Records cannot be changed retroactively.
From draft to destruction. No gaps.
A complete DMS in one platform
Approval with e-signature
Workflow templates with steps for roles and specific people, parallel groups, delegation. Approval is confirmed with an electronic signature and stored in the audit trail. For critical changes the system enforces dual approval by two different people.
Deadlines and escalation
Deadline policies by change classification (critical, standard, informative). Once a deadline passes, the system escalates step by step: first a reminder, then notifying managers and administrators. Nothing slips through.
Change management (ECR)
A controlled change with an impact matrix (documentation, FMEA, control plan, PPAP, suppliers, training), customer approval and first article release. A change cannot be closed with unfinished impacts.
Temporary deviations
A time-limited exception to a valid document with its own approval and numbering series. It expires automatically at the end of its validity. Operators see it right on the kiosk.
Periodic reviews
Every document type has a review period. The system watches deadlines, creates review tasks and flags outdated documents in the coverage map. No document goes stale unnoticed.
Retention and controlled destruction
Retention classes, part end-of-life (EOL) modes, legal hold. Destruction is approved with an electronic signature and leaves an immutable record with a PDF certificate.
Language variants
One version, multiple languages. Acknowledgement records include the language variant the employee read. Ideal for multilingual operations.
Corporate documentation
Local documents linked to superior corporate standards. When corporate releases a new version, the administrator is notified and the system tracks compliance confirmation.
Bulk import
Upload your existing documentation as a ZIP package. A trial validation runs before anything is written, showing what will be created and where the errors are. Only then do you confirm the import.
Documentation right at the workplace. No searching.
A shared terminal on the shop floor shows exactly the released documents that apply at a given workplace or station.
- With an MES licence the kiosk recognises the product currently in production and offers its documentation too.
- Documents open directly on the page defined by the operational link.
- Acknowledgement is confirmed after personal authentication right at the terminal.
- Offline mode: during a network outage the kiosk keeps showing documents and sends confirmations once the connection is restored.
- Badges highlight a new version as well as a running temporary deviation.
Automotive standards inside. Value for every company.
Ready for IATF 16949 requirements
- Change management (ECR) with the change source (8D complaint, customer request, standard update, audit finding) and an impact matrix including FMEA, control plan and PPAP.
- Customer-specific requirements (CSR) tied to a customer or project, checked with every change.
- Customer change approval with a record of the request, the decision and a "waiting for customer" status.
- First article release as part of closing the change.
- Segregation of duties: dual approval of critical changes by two different people.
Controlled directives, procedures and forms
- ISO 9001 without paperwork: controlled documentation, provable acknowledgement and an audit trail of every event.
- Directives and internal regulations with periodic reviews and distribution by roles and departments.
- Corporate compliance for subsidiaries and branches: alignment with superior standards under control.
- Retention and legal hold for legal and HR documentation, with a destruction certificate.
- Coverage map: does every place and department have its prescribed documentation? The answer on one screen.
Just ask. The document shows up.
You do not need the exact document name or number. Ask in a plain sentence and the system finds what you need - and the version that is actually valid.
- Semantic free-text search. A query like "how to lubricate the press" finds documents that match by meaning, even when the exact words are not in them.
- Full-text search inside PDFs too. It searches not just names and metadata, but the text inside PDF documents.
- Results stay under control. Search respects each user's permissions and always points to the valid released version - the only one in circulation.
Change summary and classification
Alongside search, AI writes up what changed between versions and suggests a change classification. Every suggestion is labelled and confirmed by a human.
AI helps. A human always decides. The AI features - search as well as the change summary and classification - are turned on with a single company-wide switch. With AI off the module works fully, just without assistance.
When the auditor arrives, you are ready in a minute
Every release, signature, confirmation and escalation is written into the document history. You do not assemble the evidence - you just open it.
Acknowledgement matrix
Who × which document, with filters by type, workplace and period. Excel export.
Coverage map
Covered, outdated, missing: by departments and workplaces, in Documents and Acknowledgements mode.
History as of a date
Version history export to PDF: exact proof of which version was valid on any given day.
Destruction certificate
An immutable record and a PDF certificate: what, when, who and on what grounds.
Approval KPIs
Timeliness, lead time, upcoming reviews and acknowledgement status in dashboards.
Frequently asked questions
Via bulk import: you upload a ZIP package and the system runs a trial validation before writing anything. You see exactly what will be created and where the errors are, including a CSV report. Only then do you confirm the import. Imported documents stay traceable in history with an "import" source.
Every "read and understood" confirmation is tied to a specific released version and a specific user. It records who, when, through which channel (app, kiosk, mobile) and in which language variant they read the document. Records cannot be changed retroactively. After the deadline a step-by-step escalation makes sure nothing slips through.
Yes. The kiosk keeps a local copy of the documents. During an outage it keeps displaying them and queues acknowledgements, sending them automatically once the connection is restored.
Yes. Approval with electronic signatures, distribution by roles and departments, provable acknowledgement, periodic reviews, retention with legal hold and corporate compliance work for the directives, internal regulations and forms of any company. Manufacturing features (the kiosk, links to machines and products) are an extension, not a requirement.
That is exactly what temporary deviations are for: a controlled, time-limited exception with its own approval and a from-to validity. It expires automatically and operators see it on the kiosk the whole time.
Yes. All AI features are governed by a single company-wide switch. With AI off the module works fully, just without assistance. And even with AI on, a human always decides about content: every AI suggestion is labelled and goes through standard approval.
Yes, via webhooks: external systems can subscribe to DMS events (release, destruction and more). Communication is secured with a signature and the system tracks delivery including retries. The DMS is also part of the iDomino Platform, so you can create a change request with one click from an 8D complaint or an action plan.
We will show you the DMS on your own documents
Book a no-obligation online demo. We will walk through how you control documents today and show what it would look like in iDomino: from import through approval to audit evidence.