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Knowledge · Expiry date management
Expiry date management: Controlling deadlines for documents, certificates and training
Expiry date management is the systematic control of the expiry dates of documents, certificates, training and authorisations. With alerts and tracked renewals, no critical deadline catches operations by surprise.
In brief
The essentials of expiry date management
Insurance policies, official certificates, medical fitness, training and equipment inspections all have different deadlines. In spreadsheets, the risk of missing one of them is real.
01
Record the date, not just the file
The validator records the expiry date at the moment of validation. Without it, no alert can work.
02
Staged alerts
Early, repeated warnings, for example at 60, 30 and 15 days, to both the contractor and the internal team.
03
Critical and non-critical
Critical documents block access when they expire. The others only create a pending item.
04
Renewal through to approval
Submitting a document is not the same as approving it. The renewal only ends once the new document passes validation.
Knowledge
Articles on expiry date management
Document requirements, contractor approval and document compliance, explained with practical examples.
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How AISP helps
Expiry dates under control every day, not just on audit day
AISP configures alerts and document statuses on digital HSE platforms and follows up renewals every day. As a result, when a critical document expires, it has an immediate effect on operations.
Frequently asked questions
Frequently asked questions
Which documents need expiry date control?
All those that expire: insurance, official certificates, medical fitness, mandatory training, authorisations and equipment inspections. Each document type should have its own defined validity rule.
What happens when a critical document expires?
With the platform linked to document requirements and access control, the status immediately changes to non-compliant. The platform can then block access and alert the person responsible.
How do I know what will expire in the coming weeks?
With indicators and dashboards that show upcoming expiry dates by company, worker or equipment. That way, you can request renewals in time.
Want to stop tracking expiry dates in spreadsheets?
Show us how you track your contractors’ deadlines today. We will show you how to control them on one platform, with alerts and tracked renewals.