Every document, attached to the thing it belongs to.
Store certificates, manuals, warranties, insurance documents and inspection reports against the asset they belong to — with expiry reminders built in.
- Certificates & manuals
- Insurance & warranties
- Inspection & test reports
- Expiry reminders built in
- Per-asset or workspace-level
- Searchable and exportable
Documents live with assets
No more lost PDFs in a shared drive — every certificate, manual and warranty belongs to the asset, vehicle or property it actually applies to.
Expiry reminders built in
Set an expiry date on any document and Ample Control will remind you before it lapses, not after.
Audit-ready
Show an inspector, insurer or auditor a clean record in seconds, not days — because the evidence is already organised.
Who document storage is for
Document storage in Ample Control is for any small business that has to keep evidence — Gas Safe certificates, EICRs, PAT records, LOLER reports, MOT certificates, insurance policies, equipment manuals, warranties, fire risk assessments — and currently keeps it across a shared drive, several inboxes and a few filing cabinets.
What usually goes wrong with shared folders
- Documents are named inconsistently and stored in different folders by different people, so finding the latest version is guesswork.
- An engineer emails a certificate, it sits in someone's inbox, and never makes it to the shared drive at all.
- Expiry dates only exist inside the PDF itself, so nobody is reminded until renewal letters arrive — or don't.
- When a piece of equipment is replaced or a tenant changes, old certificates and new ones get muddled together.
- An auditor asks for "the EICR for Flat 4" and three people search for half a day before finding the right file.
How Ample Control helps
Every document lives against the asset, vehicle or property it relates to. You upload a PDF or image, set an expiry date and an issuing body if relevant, and the document is from then on part of that asset's record. When the asset is opened, the documents are right there. When the document is about to expire, you're reminded in time to renew.
For documents that cover the whole business — public liability insurance, fire risk assessments, workplace risk assessments — you can store them at the workspace level with the same expiry reminders.
Practical examples across different businesses
Small gyms
Each piece of equipment carries its manual, warranty and recent service reports. PAT certificates for electrical kit and the gym's public liability insurance live at the workspace level. Renewal reminders fire well before anything lapses.
Independent workshops
Thorough examination reports for lifting kit, PUWER inspection records, COSHH sheets for solvents and machine manuals all sit against their assets. Insurers and auditors get a clean trail rather than a folder hunt.
Landlords and lettings
Gas Safe certificates against boilers, EICRs against the consumer unit, EPCs against the property, smoke and CO alarm test records against alarms. Renewal reminders mean certificates don't lapse mid-tenancy.
A simple example workflow
- Open the asset, vehicle or property the document relates to.
- Upload the PDF or image.
- Set the expiry date, document type and any reference number.
- Save. The document is now part of the asset's history.
- You'll be reminded before the expiry date. When you upload the new version, the old one is kept in history but no longer triggers reminders.
Documents you might keep in Ample Control
- Equipment manuals and warranties
- Service reports and engineer visit notes
- PAT, PUWER and LOLER inspection records
- Gas Safe certificates and EICRs
- EPCs and fire risk assessments
- MOT certificates and vehicle service records
- Public liability and contents insurance certificates
- Staff training certificates
Related features
- Asset tracking — documents attach to the asset they apply to.
- Maintenance reminders — document expiries feed into the same reminder system as services.
- Exports — share a single asset's evidence pack in one click.
Related industries and use cases
Ready to organise your evidence? Start free or compare plans on pricing.
Frequently asked questions
Quick answers about how this works in Ample Control.
What file types can I upload?+
PDFs, images and common Office formats. Each document can carry an expiry date, an issuing body, a reference number and a reminder.
Are documents attached to assets?+
Yes — each document lives against the asset, vehicle, property or piece of equipment it relates to, so you find it instantly when you need it.
Are documents private?+
Yes. Only members of your workspace can access uploads, and access is governed by your team roles. There are no public links unless you explicitly share an export.
What about documents that aren't tied to a single asset?+
You can store workspace-level documents too — for example a public liability insurance certificate that covers the whole business — and still set expiry reminders on them.
How are expiry reminders handled?+
Set an expiry date when you upload, and you'll be reminded at sensible lead times before it lapses. Overdue documents appear on the dashboard until renewed.
Ready to take control?
Start free — no card required. Set up your first assets and reminders in minutes.