CONTROL / POLICY MANAGEMENT: Yesterday’s policy can be today’s wrong answer.
Keep ownership, review dates, approvals and publication state attached to the source. Staff answers stay grounded in the current approved version.
From draft to withdrawal
Define ownership and scope
Capture the owner, review date and the applicability metadata your service uses, whether the source stays in your current repository or moves to Hot Source.
Route review and approval
Hot Source routes review and approval dynamically based on the contents of the file. Every review and decision stays with the version it concerned.
Publish, supersede and withdraw
One version is current. Earlier versions remain in the audit history and leave the answer set as soon as they are superseded or withdrawn.
See what people use and what is missing
Know which documents are accessed most, where governance work is waiting and which staff queries cannot be answered from the approved library.
Keep your repository or use built-in control
Hot Source can work alongside your current document management system or manage the document lifecycle itself. Either route has a named source owner.
With integration
Your existing repository remains authoritative for publication. We agree how approved changes and withdrawals reach Hot Source and who remains responsible for publication.
With built-in control
Hot Source manages review, approval and publication. Checking, approval, publication and staff access sit in one governed system, which removes the ongoing work of reconciling two sources.
What the record shows
- Uploads, approvals, publications, downloads and withdrawals, each against a person and a time.
- Every review and decision, kept with the version it concerned.
- Who downloaded each policy version. Published file links require sign-in and access is recorded against a named person.
- Review dates, reminders and the governance work that is waiting.
- The staff queries your approved library could not answer, which gives policy owners a list of gaps to close.
Downloaded and printed copies
With built-in control, publication determines the answer set. With integration, the agreed sync and withdrawal process maintains it.
Downloaded or printed copies sit outside that control. The download record shows who received each version, and when a new approved version is published Hot Source can email those people to point them back to the current source.
How Control compares
| CAPABILITY | TRADITIONAL DOCUMENT CONTROL | HOT SOURCE™ |
|---|---|---|
| Version history | ✓ | ✓ |
| Approval workflow | ✓ | ✓ |
| Dynamic approval routing based on document content | Varies | ✓ |
| Review dates, reminders and governance reporting | ✓ | ✓ |
| Know which documents are accessed most | ✓ | ✓ |
| Authenticated and logged access to published files | Varies | ✓ |
| Know who downloaded each policy version | Varies | ✓ |
| Email previous downloaders when a new approved version is published | Varies | ✓ |
| Know which queries can’t be answered from your documents | ✕ | ✓ |
| Checking, control and access in one system | ✕ | ✓ |
The comparison describes traditional document control without a separate AI answer or review layer. Individual products and configurations vary.
Control is one of three parts
Check finds issues in a policy before it is approved. Consult answers staff questions from whatever Control says is current.
Questions
Can Hot Source work with our current document management system?
Yes. Hot Source can integrate with your current document management system as the continuing arrangement. We agree how approved changes and withdrawals reach Hot Source and who remains responsible for publication.
How does Hot Source decide who reviews a policy?
Review and approval are routed based on the contents of the file, within your configured approval pathway. Every review and decision stays with the version it concerned.
What happens to downloaded or printed copies of a policy?
They sit outside document control. The download record shows who received each version, and when a new approved version is published Hot Source can email those people to point them back to the current source.
Want to know more?
Tell us who you are and roughly how many policies you have. We will send you some more information.
Find out more