Description: Understand how Key Documents work in Aquipa, when to use them, and the difference between Key Documents and General Documents.

Key Documents are documents that need to be actively managed as part of compliance.

They are typically documents that must remain current, may have an issue or expiry date, and may be required within applications, assessments, approvals or other compliance workflows.

Examples include registrations, insurance certificates, licences, certifications and other documents that may affect whether a plant, operator or business remains compliant.

Aquipa allows you to upload and manage these documents centrally. Where the same Key Document is required elsewhere in Aquipa, it can be reused rather than uploaded again.

For example, if a Road Registration Certificate has already been added to a plant and is required as part of a client's acceptance process, Aquipa can use that existing Key Document when it is requested in the relevant workflow.

This helps you maintain one current version of the document rather than managing separate copies.

There are two types of Key Document available in Aquipa.

System Key Documents are standard document types provided by Aquipa and commonly recognised across industry.

Examples may include documents such as Road Registration Certificates, insurances or licences.

Using System Key Documents allows Aquipa to recognise the same document type across relevant workflows and reduces the need to repeatedly upload the same information.

Your organisation can also create its own Key Document types where you need to manage a document that is not available as a System Key Document.

These can then be selected when adding Key Documents in the relevant areas of your account.

For instructions, see Create Custom Key Document Types.

Key Documents can be managed throughout their lifecycle in Aquipa.

Depending on how the document is being used:

You can also use the Key Documents view to monitor expired and expiring documents across your account.

Aquipa allows you to store both Key Documents and General Documents, but they are used for different purposes.

Use a Key Document when the document needs to be actively managed as part of compliance. Key Documents are typically documents that must remain current, may have an issue or expiry date, and may be required within approval, assessment or other compliance workflows.

Examples include registrations, insurance certificates, licences, certifications and other documents that may affect whether a plant, operator or business remains compliant.

Use a General Document when the file is primarily being stored for reference, supporting evidence or record keeping and does not need to be actively monitored as a compliance requirement.

Examples might include manuals, photographs, supporting correspondence or other reference material.

A simple way to decide is:

Does this document need to stay current or affect compliance?
Use a Key Document.

Do I mainly need to store this file for reference or supporting information?
Use a General Document.

For more information about storing and managing General Documents, see General Documentation: Manage Files and Folders.