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You see an expiring supplier certificate before it lapses
A supplier's certificates and the receiving records behind your payments live in inboxes and folder trees, so the current version is whichever copy someone finds first, and a lapsed certificate shows up only when a shipment is held. We move them into a database as a versioned, access-controlled record, and a certificate coming due surfaces before it expires.
The proof of a shipment lives in an inbox, and expiry is a surprise
A supplier's ISO certificate, its certificate of insurance, a certificate of conformance on a delivered lot, the receiving record behind a payment: each one is proof you are asked to produce, and each one arrives as an email attachment or a file dropped in a folder. The current version, the record of who approved it, and the note of who has read it sit in different places.
So the current certificate is whichever copy turns up first. And when one expires, nothing tells you until a shipment is held at the dock or an auditor asks.
The documents become a versioned, access-controlled record
We move supplier and receiving documents into a database, each one versioned and access-controlled, attributed to who added it and when. A certificate carries its own attributes, including the supplier it belongs to and its expiry date, so the team filters and searches for the current one instead of hunting a shared drive. The version you find is the effective one.
An expiring certificate surfaces ahead of a held shipment
Because expiry is an attribute of the record, a certificate coming due is surfaced before it lapses, so the renewal gets worked ahead of a stopped shipment rather than after one.
And when an auditor asks which certificate covered a delivered lot, or who approved a supplier's onboarding document and when, the answer is a query against the record instead of a search of the inbox.
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Move the supplier certificates off the shared drive
Tell us where your supplier certificates and receiving records live today and we scope it, or email hello@mcintoshsystems.com.