Document distribution and synchronisation
Document distribution and synchronisation across platforms: each client, its own rules
Do you work for several clients, each requiring your documentation on their own platform? AISP distributes the documentation you already have organised across each of their platforms, through automatic synchronisation or manual tasks, depending on what each platform allows.
Illustration. Platforms and statuses are examples only.
The problem
The same documents, uploaded over and over again
If you work for several asset owners, your documentation is in order. The hard part is getting it onto every platform, under the conditions each one requires.
Each platform, its own rules
Document types, naming, acceptance criteria and profiles change from client to client. The same document may be accepted on one platform and refused on another.
Expiry dates lapsing in different places
A single renewed insurance policy or training certificate means updating several platforms. A document forgotten on one of them can block workers.
Rejections nobody follows up
Requests for clarification, replacements and new requirements arrive through different channels. Without follow up, they stay pending until the day work starts on site.
Each job's deadlines
Every new job has its own locations, people, equipment and dates. The documentation has to be approved before the start, not after.
The AISP solution
Centralised management. Execution on each platform.
Documentation is organised once and reused on every platform where it is required. How it gets there depends on what each platform allows.
How it works
From the new job to approved documentation on each platform
The starting point is always the central document base. From there, we handle each platform with its own rules.
Central document base
Companies, workers, equipment, documents and expiry dates organised in a single point of control.
Job notification
You tell us the job, the location, the people, the equipment and the period. We define the documentation to prepare.
Check before sending
We confirm that each document exists, is up to date and meets the requirements of the target platform. If anything is missing, we request it.
Distribution or synchronisation
We synchronise automatically when the platform allows it. When it doesn’t, the team submits the documentation manually, following each platform’s rules.
Tracking responses
We follow the status on each platform: approvals, requests for clarification, rejections and new requirements.
Rejections and expiry dates
We analyse the reason for each rejection and follow the correction through to resubmission. We anticipate renewals before documents expire.
What's included
What this service demands, and what we take on for you
The hardest part isn’t uploading documents. It’s knowing each platform’s rules, meeting each job’s deadlines and leaving no rejection unanswered.
Dozens of people.
Over 20 years in document management.
Requirements by platform
Each client’s document types, submission rules and acceptance criteria, checked before submission.
Automatic synchronisation
When the target platform allows it, documentation is synchronised from the central base.
Controlled manual submission
When synchronisation isn’t possible, the AISP team uploads and links the documents on each platform.
Expiry control
Renewals identified in time and updated on every platform where the document is required.
Rejection management
Reason analysed, contact with the contractor, correction and resubmission.
Record of every action
Date, platform and status of each submission, for evidence and audit.
Data protection
Documentation stays where it belongs
Documentation remains on the central platform and on your clients’ platforms, hosted in their providers’ data centres. AISP does not host documents on its own systems: it only accesses and submits what each task requires. That access is personal data processing, carried out under the terms agreed with each client and the GDPR.
- ✓No parallel document repository at AISP
- ✓Worker data shared only as each platform requires, in line with the GDPR
- ✓Platform access used only for the service tasks
- ✓Every submission recorded, with date, platform and status
Related services
A service connected to the whole operation
Distribution across platforms is the next step after well validated documentation.
Company and contractor pre-qualification
The document validation that ensures the central base is correct before it is distributed.
Integrations and automation
When platforms allow it, information flows between systems without being entered again.
Administration and specialist support
The AISP team running the platforms day to day, from Portugal.
Frequently asked questions
What contractors ask us
Can’t find the answer? Talk to us and we’ll show you the process applied to your operation.
Is distribution automatic or manual?
It depends on each platform. When the target platform allows synchronisation, we use it; when it doesn't, the AISP team submits the documentation manually, with method and a record.
What's the difference between synchronisation and distribution?
Automatic synchronisation keeps documentation aligned between platforms that support it. Where there is no integration, we distribute manually, document by document, on each platform.
What happens when a document is rejected?
We analyse the reason and request the correction or the missing document. We follow the resubmission through to approval.
Who is responsible for document validity?
The company provides valid documents and reports changes, such as workers joining and leaving. AISP checks the requirements, distributes, confirms acceptance and flags anything outstanding.
Does AISP replace our internal team?
It can take on the whole process or work together with your team. The model is defined with you.
How is the service sized?
By the number of end clients and platforms, workers and equipment, the document volume and how often new jobs come in. We analyse your operation before proposing the model.
How many platforms do you have to feed with the same documents?
Show us your clients’ platforms and how you handle documentation today. We’ll show you how AISP distributes it, with every rule, expiry date and deadline under control.