Worker document control
Worker document control: Fitness, training and expiry dates up to date
With worker document control, we know whether each worker has the medical fitness, training and qualifications that the role and the site require. And we track every expiry date before it lapses.
Illustration. AISP defines the requirements for each role with each client.
The problem
Why worker control fails without a method
The problem is rarely a lack of documents. It is not knowing, today, whether this person can do this task at this site.
Scattered expiry dates
Fitness certificates, training certificates and inductions arrive through different channels. Each has its own date and nobody sees them together.
Requirements that change with the role
An electrician and an administrative officer do not need the same things. A single list creates pointless requests and gaps where it matters.
Rotating teams
Contractor workers come and go constantly. Documentation never keeps pace with the teams.
Personal data out of control
Medical records and document copies circulate by email. Who sees them, and why, is no longer defined.
The AISP solution
Every worker assessed for the role, the site and the date
We link each worker to the requirements that apply to them. The status comes from validation, not from a list of files.
How it works
From role profile to cleared worker on site
Control starts with what each role requires. Only then do the documents come in.
Map roles and sites
We identify roles, sites, worker types and what each profile needs to see.
Define requirements
AISP assigns medical fitness, training, qualifications and inductions to each role and site.
Submission
Each company uploads its workers’ documents and sees what is missing.
Daily validation
The AISP team checks the content of each document and records the reason for every rejection.
Alerts and renewals
The platform tracks expiry dates and requests renewals before the worker has to stop work.
Link to the field
The worker’s status feeds credentials, inductions and access control.
What is included
What we check for each worker
AISP checks each document against the right requirement. The result is a simple answer: cleared or not cleared, for this role and this site.
this task,
at this site, today?
Identity and employment
Identification, employer and cover under the occupational accident insurance.
Medical fitness
Occupational health fitness certificate, with its expiry date.
Training and qualifications
For example, work at height, confined spaces, first aid or electrical work.
Inductions and authorisations
Site safety inductions, internal authorisations and access credentials.
Expiry alerts
Renewals requested in good time, from the worker and the employing company.
Audit evidence
Who submitted, who validated, when and with what result.
Data protection
Worker data: Only what is needed, only for those who need it
Documents stay in the data centres where the technology partners operate the platforms. AISP does not host documentation on its own systems: it only accesses what is needed to validate each requirement. AISP’s access to this information is personal data processing, carried out under the terms agreed with each client and under the GDPR.
- ✓Minimisation: only what the role requires is requested
- ✓Profile-based access, with visible data limited to each role
- ✓Defined purpose and limited retention, under the client's rules
- ✓Log of the actions taken on each document
Related services
A service connected to the whole operation
Worker control adds value when it reaches the field.
Digital safety inductions
The site induction completed on the worker’s mobile phone, in their language, with digital evidence.
PVC ID cards
Cleared workers receive a card printed at AISP’s head office, with no minimum quantities.
Contractor approval
Validation of the contractor company, which comes before that of its workers.
Frequently asked questions
Questions about worker document control
Can’t find the answer? Talk to us and we will show you the process applied to your operation.
Which documents are checked for each worker?
As a rule, identification, occupational accident insurance, medical fitness, role-specific training and site inductions. The exact list depends on the activity, the client and the country.
How is this different from expiry date management?
Expiry date management tracks the deadlines of any document. Worker document control answers whether the person is cleared for the role, the site and the date.
Can a worker be cleared on one project and not on another?
Yes. Requirements depend on the role and the site, so the same worker can comply on one project and have outstanding items on another.
Can you control the workers of contractors and subcontractors?
Yes. Each company uploads its team's documents and follows up outstanding items; validation confirms or rejects, always with the reason.
How is workers' personal data protected?
Through minimisation, profile-based access, a defined purpose, limited retention and an action log. The specific rules are set by the organisation with its data protection officer.
Can AISP take on the day-to-day follow-up?
Yes. Our team validates documents, communicates rejections and follows up renewals, taking on the whole process or complementing your in-house team.
Do you know which of your workers are cleared today?
Show us how you currently control fitness, training and expiry dates. We will show you how it works with role-based requirements and AISP validation.