Features › All features › Document storage that tidies itself
Every document in the right place. Kept as long as the law says.
Every document is filed in the right place the moment it is signed or uploaded, kept for exactly as long as the law says, then flagged for safe removal.
Step by step
Green steps happen on their own. Terracotta steps are the only ones that need a person, usually one click.
- 1AutomaticDocument arrives
Signed, uploaded from a phone, or scanned.
- 2AutomaticFiled automatically
Into the right person's or family's file.
- 3AutomaticEvery version kept
Policies keep every version, with who read it.
- 4AutomaticFound in seconds
Search by name or type, ready for Ofsted.
- 5AutomaticRetention clock runs
Each document is kept as long as required.
- 6AutomaticFlagged for removal
When the time is up, it is flagged for safe deletion.
- 7YouYou confirm
One click to remove it safely.
- A tidy, searchable, lawful filing system
What happens
Whether a document is signed, uploaded from a phone or scanned, it is filed straight into the right place: the right member of staff, the right family, or your policies and Ofsted folder.
Staff files hold contracts and signed documents, DBS, right to work and references, and certificates and qualifications. Family files hold forms, consents and contracts. Policies keep every version, with who read it.
You can find anything in seconds by searching by name or type.
Each document is kept for as long as required. When its time is up, it is flagged for safe deletion, so you don't keep records longer than you should.
What you get
Everything is filed for you, in the same place every time.
No hunting on inspection day.
Kept as long as the law says, and no longer.
What you still decide
The system does the running around. The decisions that matter stay with you.
- Confirming when a flagged document is removed.
- Who in your team can see which files.
Good to know
Where are the documents stored?
On servers in London, in the UK. Each nursery's records are kept apart.
Who can see them?
Staff see only what their role needs.
Can I take everything with me if I leave?
Yes. Your data is yours.
Related features
Every document signed on a phone, chased if not, filed as a signed PDF.
5 of 6 steps automaticSee how it works Inspector at the door? One button.One button pulls together everything an inspector usually asks for.
5 of 7 steps automaticSee how it works Ofsted readiness dashboardHow ready each setting is right now, area by area, checked every morning.
6 of 7 steps automaticSee how it worksLet the admin run itself.
Start with your nursery's page on The Nursery Register, then add the tools you want.