Contractor Document Management System
Managing contractor documents manually is one of the biggest compliance headaches in facilities management. Chasing expired insurance certificates, filing RAMS in shared drives, checking permit validity before a contractor starts work — it takes hours every week and still leaves gaps.
DigiGreet's Advanced Contractor Document Management system handles all of it automatically. Documents are uploaded, reviewed, stored and tracked in one place — with automatic expiry alerts and a full audit trail ready for any HSE inspection or insurance claim.
What is a contractor document management system?
A contractor document management system is a digital platform that stores, organises and tracks all the compliance documents your contractors are required to hold — and ensures they remain valid before any contractor is permitted on site.
For most UK businesses, this includes:
- RAMS — Risk Assessments and Method Statements
- Public liability insurance — proof of valid coverage
- Employer's liability insurance
- CSCS cards — for construction sites
- DBS certificates — for schools and regulated environments
- Permits to work — for hot works, confined spaces, working at height
- Induction records — proof that contractors have completed your H&S briefing
- Gas Safe and NICEIC certificates — for specialist trades
Why spreadsheets and email folders don't work
Most facilities teams manage contractor documents in a combination of spreadsheets, email inboxes and shared drives. The problems are predictable:
| The problem |
What goes wrong |
| No centralised storage |
Documents are in email, shared drives, filing cabinets — nobody knows where anything is |
| No expiry tracking |
Insurance certificates and CSCS cards expire without anyone noticing |
| No sign-in integration |
Contractors with expired documents can still access your site |
| No audit trail |
HSE inspector or insurer asks for records — it takes days to compile them |
| Admin burden |
Facilities teams spend hours chasing contractors for updated documents |
| No proof of induction |
If a contractor is injured, you can't prove they received a health and safety briefing |
How DigiGreet's Document Management system works
Before the contractor arrives
Contractors pre-register online through a dedicated portal. They upload all required documents — RAMS, insurance certificates, trade cards, permits — before their visit is approved. Your team reviews and approves documents in the DigiGreet admin. Until documents are approved, the contractor cannot sign in.
Automatic expiry tracking
Every document has an expiry date. DigiGreet tracks all expiry dates automatically and sends alerts — to your team, the contractor, or both — when documents are approaching renewal. You configure how many days in advance you want to be notified. When a document expires, the contractor's sign-in access is automatically suspended until they upload a replacement.
Permit to work management
Create digital permit types for different high-risk activities — hot works, confined space entry, working at height, electrical isolation. Permits include fields for expiry dates, required documents, required training and zone restrictions. Contractors cannot sign in for permit-required work until a valid permit has been issued and approved. Permits are linked to the contractor's sign-in record — everything is in one place.
Integrated sign-in
Document management is fully integrated with DigiGreet's sign-in system. When a contractor arrives and signs in, the system automatically checks whether all their required documents are current. If any document has expired or is missing, sign-in is blocked until the issue is resolved. No manual checking required at reception.
Paxton Net2 integration
For sites using Paxton Net2 access control, DigiGreet can link document compliance directly to door access. A contractor whose documents are expired or whose permit has not been issued will find their Paxton fob deactivated — they physically cannot enter the site until they are compliant. Learn more about the Paxton integration.
Full audit trail
Every document upload, approval, rejection, expiry and sign-in event is logged with a timestamp. If an HSE inspector arrives or an incident occurs, you can produce a complete compliance history for any contractor in seconds — including which documents were valid at the time of the incident, who approved them and when.
Who uses DigiGreet Document Management?
Manufacturing and industrial sites
Manufacturing sites managing multiple contractors simultaneously across different zones need tight document control. DigiGreet ensures every contractor has current RAMS, valid insurance and zone-specific permits before they set foot on the factory floor — with Paxton integration to enforce it through door control.
Construction and civil engineering
Construction sites are required to retain induction records for three years under CDM regulations. DigiGreet stores these automatically. SWMS, white cards and subcontractor insurance are managed through the same system — no separate spreadsheets.
Rail and transport
One of the UK's biggest railway companies has been using DigiGreet's contractor management system for several years, rolling it out across multiple depots. Contractor compliance in regulated environments requires a system that leaves no room for error — DigiGreet provides exactly that.
Facilities management
Facilities managers overseeing multiple sites and dozens of contractors use DigiGreet to replace the spreadsheet-and-email approach entirely. One dashboard shows the compliance status of every contractor across every site — with alerts for anything that needs attention.
Pharmaceuticals and food manufacturing
Regulated industries with strict audit requirements — BRC, SALSA, GxP — need document management that generates audit-ready reports on demand. DigiGreet provides this as standard. Every document, every approval, every sign-in event is searchable and exportable.
What makes DigiGreet different
Most contractor document management tools are standalone systems — separate from your sign-in process. DigiGreet integrates document management directly with visitor sign-in, contractor inductions and fire evacuation. One system manages everything:
- Document upload and approval before arrival
- Induction completion at sign-in
- Automatic document expiry blocking at sign-in
- Paxton integration to enforce compliance through door access
- Live on-site list for fire evacuation
- Full audit trail for HSE, ISO and insurance purposes
There are very few systems in the UK market that offer this level of integration between document management and physical site access. DigiGreet is one of them — and one of the most affordable.
Pricing
The Advanced Contractor Document Management module is available as an add-on to DigiGreet Enterprise. There are no per-user charges and no per-document fees. View full pricing here or contact us for a tailored quote.
Book a free 20-minute demo — we'll show you exactly how DigiGreet's document management works for your type of site. Book your demo here or call 01865 55 60 70.
Frequently asked questions
Can contractors upload their own documents?
Yes. Contractors pre-register through a dedicated online portal and upload all required documents themselves. Your team reviews and approves them in the DigiGreet admin — contractors cannot sign in until approval is granted.
What happens when a document expires?
DigiGreet sends automatic alerts — to your team, the contractor, or both — when documents are approaching expiry. When a document expires, the contractor's sign-in access is automatically suspended until they upload a valid replacement document.
Can I set different document requirements for different contractor types?
Yes. DigiGreet allows you to configure different document requirements per contractor category. Electrical contractors can have different requirements to cleaning contractors or delivery drivers.
Does it work with Paxton Net2?
Yes. Document compliance can be linked directly to Paxton door access — contractors with expired documents or unapproved permits find their Paxton fob deactivated until they are compliant.
How long are records stored?
Records are stored for as long as you configure in your retention policy. For construction sites requiring three-year CDM induction records, DigiGreet can be set to retain these automatically.
Is it suitable for multi-site organisations?
Yes. DigiGreet supports multi-site deployments with a central dashboard. Each site has its own document requirements and approval workflow, but administrators can view compliance status across all locations from one login.