Document Control
Secure file storage with version control, granular permissions, team collaboration, and physical document tracking across your organisation.
Overview
Your secure space for all company files
Datar's Document Control module provides a secure, centralised repository for all your organisation's files. From everyday documents to compliance-critical records, the system combines cloud storage with version control, granular permissions, and physical document tracking in a single interface.
Secure cloud storage
Upload any file type with drag-and-drop or the file picker. Files are stored with encryption at rest and in transit, with automatic backup and high availability.
Granular permissions
Control access at four levels: Viewer, Commenter, Editor, and Owner. Share individual files or entire folders, and change or revoke access at any time.
Version control & tracking
Every change creates a new version. Review the full history, compare versions, and restore previous versions. Physical documents are tracked with chain-of-custody logging.
Uploading files
Add new files to your storage in just a few clicks
Getting your files into the system is quick and straightforward. You can upload documents, images, spreadsheets, and other file types.
Open the Files module from the top navigation bar. You will see your files and folders listed in the main area.
If you want to organise your file into a specific folder, click "New folder" and give it a name. You can also navigate into an existing folder first.
Drag and drop files from your computer directly onto the page, or click the "Upload" button to browse and select files. You can upload multiple files at once.
Organising your files
Keep your files tidy so you and your team can find things quickly
A well-organised file structure saves everyone time. Use folders, stars, and clear naming to keep things easy to find.
Folders
Create folders for different projects, departments, or topics. You can nest folders inside each other to build a clear structure, just like you would on your computer.
Starring
Click the star icon on any file or folder to mark it as a favourite. Starred items appear in your quick access area so you can reach them without navigating through folders.
Naming conventions
Use clear, descriptive names for your files. Including dates or version numbers (for example, "Budget Report - Jan 2026") makes it easier to identify the right document.
Sharing files with others
Collaborate with colleagues by sharing files and controlling access
Sharing lets you give colleagues access to your files without sending copies back and forth. You choose exactly what each person can do with the file.
Click on the file or folder you want to share, then look for the "Share" option in the actions menu or toolbar.
Search for colleagues by name or email and add them to the sharing list.
For each person, select what they can do with the file. The available levels are described below.
Click Save to apply the sharing settings. The people you shared with will receive a notification so they know they have access.
When you share a file, you can assign one of the following permission levels to each person:
Level | Description |
|---|---|
Viewer | Can open and read the file but cannot make any changes. Best for sharing reference documents or final reports. |
Commenter | Can view the file and add comments or feedback but cannot change the file itself. Good for review workflows. |
Editor | Can view, comment, and make changes to the file. Use this for teammates who need to collaborate on the document. |
Owner | Has full control, including the ability to share the file with others and delete it. Usually reserved for the person who created the file. |
Version history
Track every change to your files and restore previous versions when needed
Every time a file is edited and saved, the system automatically creates a new version. This gives you a complete record of how a document has evolved over time, and the ability to restore any previous version.
Automatic versioning
Versions are created automatically whenever a file is uploaded or updated. Each version records who made the change, when it happened, and the file size. No manual save-as workflows needed.
One-click restore
Need to go back to an earlier version? Click "Restore" on any previous version to make it the current one. The restored version is saved as a new revision, so you never lose any history.
Open any file and look for the "Version history" option in the file details panel or actions menu. You will see a list of all versions with:
Version number — Sequential numbering from v1 (original upload).
Modified by — The user who made the change.
Date and time — When the version was created.
File size — The size of the file at that version.
Recovering deleted files
Accidentally deleted something? You can get it back
When you delete a file, it is not gone forever. Deleted files are moved to the Trash, where you can restore them if needed.
In the Files module, look for "Trash" in the side menu. Click it to see all the files you have recently deleted.
Browse or search the Trash to find the file you want to recover. Click on it to select it.
Click "Restore" to move the file back to its original location. It will reappear in the folder it was in before deletion.
Storage management
Understand your storage usage and keep things clean
Your organisation has a set amount of storage space. Here are a few ways to make the most of it.
Check your usage
Look for the storage indicator in the Files module to see how much space you have used and how much is available.
Clean up old files
Periodically review your files and delete anything you no longer need. Remember to empty the Trash to fully free up space.
Download before deleting
If you need to free up space but want to keep a copy, download the file to your computer before removing it from the platform.
Physical file tracking
Track physical documents and files across your organisation's storage locations
Beyond digital file storage, the Drive module includes a complete system for tracking physical documents and files. If your organisation manages paper records, contracts, or physical media, you can track where each item is stored, who has it checked out, and its full movement history.
Locations
Define storage locations like offices, warehouses, stores, or distribution centres where physical files are kept.
Slots
Each location has numbered slots (shelves, drawers, cabinets) with capacity tracking so you know when a slot is full.
Tracked files
Individual physical files are assigned to slots and tracked with unique tags. Each file has a digital twin linking to its digital counterpart.
Locations and slots
Organise your physical storage spaces
Before tracking physical files, set up your storage hierarchy. Create locations for each building or area, then add slots within each location to represent specific shelves, drawers, or cabinets.
Go to Drive and select "Physical tracking" from the navigation. Click "Add location" and provide a name, address, and type (office, warehouse, store, or distribution centre).
Open the location and click "Add slot." Give it a label (e.g., "Shelf A-1", "Cabinet 3") and set the maximum capacity. Each slot tracks its status: available, occupied, or under maintenance.
Click "Add file" within a slot to register a physical file. Assign it a tracking tag, add a description, and optionally link it to a digital file in the Drive.
Check-out and check-in
Manage who has access to physical files and when they are returned
When someone needs a physical file, they check it out. The system records who took the file, when, and tracks it until it is returned. This creates a full audit trail for every physical document.
Check out
Select the file you need and click "Check out." The system records your name and the date. The file's status changes to "checked-out" and other users can see who has it.
Check in
When you return the file, click "Check in." You can return it to the same slot or a different one. The status changes back to "stored" and the movement is logged.
Tracking statuses
Understand what each status means for physical files
Every physical file has a status that tells you where it is and what condition it is in. Here are all the possible statuses:
Status | Description |
|---|---|
Available | The file is in its assigned slot and ready to be checked out by anyone with permission. |
Stored | The file has been placed in a slot after being checked in. It is accounted for and in its designated location. |
Checked out | Someone has taken the file. The system records who has it and when it was checked out. |
In transit | The file is being moved between locations. It has left one slot but has not yet been checked into another. |
Repair needed | The file or its container is damaged and needs attention before it can be used again. |
Lost | The file cannot be found at its expected location. An investigation may be needed. |
Disposed | The file has been permanently removed from tracking, typically after being shredded or archived externally. |
Business Outcomes
Measurable improvements to how your organisation manages documents
Single source of truth
One centralised repository eliminates duplicate files across email, shared drives, and local folders. Teams always work from the latest version.
Information security
Granular permissions ensure sensitive documents are only accessible to authorised personnel. Every access and change is logged for audit purposes.
Regulatory compliance
Complete version history and audit trails support compliance requirements. Physical document tracking provides chain-of-custody records.
Team productivity
Instant sharing, commenting, and version comparison eliminate back-and-forth email attachments. Search finds files in seconds.
Physical asset control
Track physical documents across locations with check-out/ check-in workflows. Know exactly who has every document and where it is stored.
Disaster recovery
Cloud-based storage with encryption and automatic backups protects your files from hardware failure, accidental deletion, and data loss.
Frequently asked questions
You can upload most common file types including documents, spreadsheets, presentations, images, and PDFs. If you try to upload a file type that is not supported, you will see a message letting you know. For specialised formats, check your organisation’s storage policy or ask an admin to enable it.
Yes, individual files have a maximum size limit set by your organisation. If your file is too large, try compressing it first or splitting it into smaller parts. Contact your administrator if you regularly need to upload large files. They can adjust limits or provide alternative storage.
Yes. The Datar mobile app lets you browse, download, and upload files on the go. Download the app from the App Store or Google Play and log in with your usual credentials. Offline access may be available for recently opened files.
Use the search bar at the top of the Files module to search by file name. You can also use the platform-wide search (press Ctrl+K or Cmd+K) to find files from anywhere in the application. Filters like owner, file type, or date can help narrow results.
You will receive a notification letting you know. The shared file will appear in your "Shared with me" section. You can view, comment, or edit the file depending on the permission level you were given. If you cannot access it, request higher permissions from the owner.
Yes. The platform keeps a history of changes for your files. Open a file and look for the version history option to see previous versions. You can preview or restore an older version if needed. Restoring a version will create a new revision so you can still go back.
Physical file tracking lets you monitor the location and custody of paper documents and physical media. Set up storage locations with numbered slots, register files with tracking tags, and use the check-out/check-in system to know who has what. Every movement is logged for a full audit trail. See the Physical file tracking section above for details.
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