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The Evidence Vault is a secure document store for compliance-related files that don’t belong in a specific module — your centre licence, insurance certificates, building Warrant of Fitness, contracts, correspondence, and any other documents you need to keep on hand for compliance and ERO review purposes.

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What belongs in the Vault

The Vault is designed for standalone compliance documents — things like:
  • Centre licence certificate
  • Certificate of incorporation
  • Public liability and professional indemnity insurance certificates
  • Building Warrant of Fitness and compliance schedule
  • Contracts and agreements
  • Correspondence with the Ministry of Education or other agencies
  • Health and safety documentation
  • Financial records relevant to compliance
Documents that already live elsewhere in the platform — drill records, policy files, incident attachments, police vetting records — stay in their respective modules. The Vault is for documents that have no other home.

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Categories

Documents are organised into categories. The platform includes a standard set of categories to get you started, and you can add your own custom categories if you need something more specific.

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Expiry tracking

Many compliance documents have an expiry date — an insurance certificate renews annually, a building WOF expires each year, a centre licence has conditions attached. The Vault tracks expiry dates and flags documents that need attention:
  • 🔴 Expired — the document’s expiry date has passed
  • 🟡 Expiring soon — the document expires within the next 30 days
  • 🟢 Current — the document is valid
Expired and expiring-soon documents are surfaced on your dashboard so they don’t get missed.

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Business-wide vs centre documents

Documents can be scoped to a specific centre or marked as business-wide. A business-wide document — for example, a single insurance policy covering all your centres — is visible to all compliance users across your business. Centre-specific documents are visible only to users with access to that centre.

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Who can do what

Compliance users can upload, edit, and delete documents. Any staff member with Evidence Vault access can view documents.