How do controlled documents, internal audits and management reviews work?

Quality system, under Company, is your firm's own paperwork, kept apart from any job's. Your client, your subcontractors and your vendors never see any of it. Veristep supports the work of running a quality system; it holds no certification of its own, and using it does not certify your firm.

Controlled documents holds your quality manual, procedures, work instructions and forms, each with a number, an owner and a review cycle. A new revision goes to the person you name to approve it — never the person who drafted it, and never an AI assistant. They read it and approve it with their own name and signature, and from that moment the revision never changes; the next change is the next revision. Until it is approved, only the person who drafted it, the approver, the document's owner, your administrator and the quality manager can see it.

When a revision takes effect, everyone who works to that document — all your staff, or the people you name — finds it under Read & acknowledge and in their Inbox. Each person opens it and types their own name to say they have read it; nobody can do it for someone else. The document page shows your quality manager who has read it and who has not. When a review falls due, the owner records it: no change, needs a revision, or retire.

Internal audits run on a yearly plan. Your administrator names your internal auditors and quality manager under Quality setup. Each audit has a lead auditor, who is never one of the people audited, and a checklist — your own, or the starter list of clause numbers with short plain titles, which you reword in your own procedure's words. Every question gets a result before the audit can close, and then it is fixed; a correction is added as a note. A nonconformity opens a company NCR on the NCR register, answered by one of your own people and closed by your administrator or a manager.

A management review gathers the numbers for a period with one button — NCRs by kind and month, incidents by kind, client satisfaction where you collect it, audit findings, milestones and NCR responses on time, lessons learned and what came of earlier actions. It holds counts only, never names. Record what was said and decided on each topic, raise actions for your people, and issue the minutes; after that they are fixed and corrections are added as amendments.