Every change is on the record
History stays with the record: who changed a value and when. Even last year’s state can be shown.
Large organisations and the public sector
Where you must prove who changed what and when, and access to data is governed by roles. The service runs in the operator’s certified data centre.
DATIFY also runs in organisations with hundreds of vehicles, employees and contracts.
Documents›DirectivesNew record
All318For review
New conversation
Which directives are past their validity?
I went through 318 records
Past validity: 4 directives. Two of them have no owner assigned.
Ask anything
DocumentVersionStatusValid fromOwner
1Records policyv3Valid1 Jan 2025Bartoň
2Data protectionv5For review25 May 2025Kolář
3Operating rulesv2Valid1 Sep 2024Vlčková
4Contingency planv1Draft–Kolář
5QMS manualv7Valid15 Mar 2026Bartoň
6IT policyv2For review1 Jul 2025Vlčková
7Code of ethicsv4Archived1 Jan 2022Kolář
New record
How it looks
An assistant that goes through the records
Ask in plain language and the assistant goes through every record. The answer rests on the data that user is allowed to see.
Why it pays off
What the auditor will ask for
Roles govern access
Permissions run from the agenda down to the data source and can be narrowed to a single view.
Data stays with the operator
The service runs in a certified data centre, and encrypted data is accessed only at your explicit request.
How it starts
A rollout in stages
- 01
Review the records and roles
Which agendas are mandatory, who is accountable for them and what has to be provable.
- 02
Set up agendas and permissions
The structure follows the real process rather than a template, and access is set by role.
- 03
Hand over with support
Training, documentation and a client centre you can turn to after the rollout as well.
Rollout
What stays on your side
The steps above describe how a rollout runs. This is a summary of what we need from you and how responsibility is divided across divisions.
- Who gets involved
- An agenda owner in each division, responsible for its structure, and one permissions administrator for the organisation as a whole. Your own IT is involved only where the API is connected.
- Process analysis
- Before the rollout we describe how the process runs across divisions: who creates a document, who checks it, who approves it and what has to be evidenced. That description drives the structure of the records, the individual steps of the approval process, and the job description of an agent meant to take over repetitive work.
- What we need from you
- Exports of the current records, the division structure that access will follow, and a decision on which documents stay in paper form. The original is then attached to the record.
- Training
- An ordinary user works with the view of their own division. A more detailed session applies to administrators who set permissions and approval processes.
- Running it
- Operation, backups and recovery sit with the operator and run in its data centre. The rollout does not touch your own infrastructure.
From practice
How it looks at a large organisation
Transport and logistics
„The app is simple and clear. We like being able to add users gradually, and everyone quickly finds their way around what they need to deal with.“
ČSAD Hodonín
- 7
- separate agendas
- Desítky
- approval workflows
A different size of organisation?
By what you keep
Before you decide
Frequently asked questions
The questions that come before the ones about features: where the data sits and how it is evidenced.
Where is the data stored?
In the operator’s data centre, on its own hardware. Backups run continuously and daily into independent storage in another physical location, and restoring from a backup is rehearsed regularly.
Backups and recoveryHow do we evidence who approved a document and when?
Every change to a record carries the user’s name and the time. Approval processes additionally record each run, its result and its individual steps, so the course of events can be traced afterwards.
Automation historyIs our data used to train AI?
Processing runs with zero retention: the content of requests is neither stored nor used to train models.
Data protectionCan access be limited to selected divisions?
Yes. Roles pass from an agenda down to its data sources, yet a given source can keep its own, stricter setting. More sensitive records then remain available only to the people you name.
Permissions and rolesHow does an agent fit into an established process?
An agent is onboarded like a new member of staff: its instructions describe the job, the datasets assigned to it set the scope of its access, and its tasks state what it does regularly. Its runs stay in the agent’s activity, so what it did, when and at what cost remains traceable.
Custom agents