Insights · Free resources

Free document management and HSE resources

Four PDF templates for HSE, procurement, operations and compliance teams. Use them to organise contractor pre-qualification and document control, with or without a platform. The templates are currently available in Portuguese.

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At a glance

How to use these templates

Four simple rules to get the most from the templates from day one.

01

Start with the requirements matrix

The matrix defines what the other templates control. Without it, the checklist and the expiry control have no basis.

02

Check the legal requirements

Validate requirements against official sources in your country. The examples in the templates refer to Portuguese law (Law no. 102/2009, Decree-Law no. 273/2003 and the ACT labour authority) and are indicative.

03

Collect only the data you need

Ask only for the personal data you need, in line with the GDPR. Also define how long each document is kept.

04

Agree responsibilities first

Use the RACI template before configuring profiles and notifications on a platform. Who validates, who approves and who is informed should be clear.

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Ready-to-use templates

Free PDF documents to use in your organisation.

PDFFree

Checklist: contractor pre-qualification

Reviews the company, workers and equipment before work starts on site. Each item is marked compliant, non-compliant or not applicable, with space for the final decision and signatures.

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Contractor company pre-qualification →
PDFFree

Document requirements matrix by company, worker and equipment

Brings together the requirement, scope, when it applies, validation criterion, validity and owner. A basis for configuring alerts and workflows on a platform.

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Document requirements management →
PDFFree

RACI template for contractor document management

Assigns the process activities to HSE, Procurement, Operations, Contractor and Platform manager. Includes a completed proposal and a blank matrix.

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AISP Methodology →
PDFFree

Document expiry control guide

Identifies documents with expiry dates, suggests alert levels and describes what to do when a document expires. Includes an expiry log and a periodic checklist.

Download (PDF)
Expiry management →

Insights

Articles on document management and HSE

Practical guides to go deeper into each template topic.

How AISP helps

When templates are no longer enough

With many contractors, documents and deadlines, manual management stops being viable. AISP implements the platform, configures the requirements and handles document validation and pre-qualification day to day.

Discover our services
Contractor company pre-qualification →
Glartek HSE platform →

Frequently asked questions

Frequently asked questions

Are the templates free, and can I adapt them?

Yes. The templates are free and adaptable, but the examples are indicative. Review them with your HSE, procurement and operations teams before use.

Which template should I start with?

The document requirements matrix. It defines what the checklist, the RACI template and the expiry guide will control.

When does it make sense to move to a platform?

When the volume of contractors, documents and deadlines can no longer be managed by hand. The templates serve as a basis for configuring the platform.

Want to move from templates to a digital process?

Show us how you manage your contractors today. We’ll show you how AISP makes that process work on a platform, in any country.

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