Compliance Document Management Guide UK

What regulatory compliance software covers

For a typical UK SME, that usually means:

• Certificates and inspection reports (electrical, gas, LOLER, PAT, fire).
• Insurance schedules and renewal dates.
• Health and safety policies, risk assessments and COSHH sheets.
• Staff training records and licence or qualification expiry dates.
• Environmental permits and industry approvals.

FileGuard organises this evidence and reminds your team ahead of configured dates. It does not replace legal advice, and it does not certify or inspect anything on your behalf.

Why spreadsheets and shared drives struggle at scale

A small team can run this from a folder and a spreadsheet. Once there are multiple sites, several people uploading documents, and dozens of dates a year, three problems tend to appear: renewal dates sit in one person's calendar and leave with them; documents spread across email, cloud drives and filing cabinets; and nobody is confident which version is current at audit time.

A phased import, not a big-bang migration

Where Import Centre is available on your plan, moving records in works as a structured, reviewable process rather than a one-off bulk upload:

1. Bulk import. Bring in a spreadsheet of existing records using a template.
2. Assign categories and records. Map each row to the right category and item.
3. Apply dates. Set the due dates and any other key fields for each record.
4. Review before import. Check a preview of what will be created before anything is saved.

If you'd rather phase it manually, start with the categories that matter most for your next audit — often insurance, fire and electrical — upload current certificates and set next-due dates, turn reminders on, then backfill older records and extend to training and policies over the following weeks.

Permissions example

FileGuard's organisation roles let you match access to how your team actually works:

Scope and limitations

• FileGuard is record-keeping and reminder software, not certification or legal advice.
• Reminders depend on the dates and settings you configure — they are not a substitute for your own review process.
• FileGuard keeps an activity log, document version history and service history.
• Hosting and security details are available on request — see security and hosting information.

Pricing starts at £58.80 per month including UK VAT, with a 14-day free trial. See current pricing for full details, or the audit checklist for reviewing what you already have on file.

Frequently asked questions