Compliance certificate and expiry trackingKnow what expires next, before it lapses
Dev Soft UK designs and builds compliance certificate and expiry tracking for you with DocView Capture, DocView Web and DocView OmniRead. Certificates are read when they arrive, expiry dates are taken from the document, and reminders and renewal tasks go to the person responsible.
Certificates expire quietly
A gas safety record, a supplier's insurance certificate, a DBS check or a vehicle MOT is filed when it arrives and forgotten until someone asks for it. Expiry dates live in spreadsheets that are typed by hand and checked when someone remembers. The first sign of a lapse is often an inspection, an audit or an incident.
Reading the date from the certificate itself, and starting the renewal before it is due, removes that gap.
| Certificate | Held by | Expires | Status |
|---|---|---|---|
| Gas safety record | 14 Elm Road, Flat 2 | 21/11/2026 | Renewal booked |
| Public liability insurance | Harbour Cleaning Ltd | 30/11/2026 | Requested |
| DBS certificate | J. Patel | 08/12/2026 | Reminder sent |
| MOT certificate | Van LK21 ABC | 15/12/2026 | Renewed |
Illustration with sample data.
One register for every certificate you depend on
Property compliance
Gas safety records, electrical installation condition reports, energy performance certificates and fire risk assessments, per property.
Suppliers and subcontractors
Insurance certificates, ISO and health and safety certificates, and security assessments, per supplier.
People
DBS checks, professional registrations and training records, per employee.
Vehicles
Registration documents, MOT, insurance and service records, per vehicle.
Reminders
Notices before each expiry date, then escalation if nothing has happened.
Renewals
A renewal task with an owner, closed when the new certificate is filed.
From certificate to renewal
Receive
Certificates are uploaded, scanned or sent by e-mail by staff, contractors and suppliers.
Read and check
The type, holder, issue date and expiry date are read and matched to the property, supplier, person or vehicle.
Remind
Reminders go out ahead of the expiry date you set for each certificate type.
Renew
A renewal task is created, and the new certificate replaces the old one in the register.
Included in DocView
- DocView Capture import from mailboxes, watched folders, drag and drop and scanners
- Classification by rules or a classifier trained from your own samples
- Label, pattern and zone finders that read values such as dates and reference numbers
- Validation rules and database lookups to match a certificate to your records
- Customer sharing by secure link and PIN, with reminders and escalation to named staff
- DocView Web document types with their own fields, saved filters and search
- DocView Web workflow tasks for a user or role, and a dashboard of work in progress
What we configure or build for you
- We configure a certificate type for each document you track, with its own fields
- We set the expiry and reminder rules for each type with you
- We build renewal tasks and escalation to the owner's manager
- We set up requests to suppliers and contractors for renewed certificates
- We build registers and reports by property, supplier, person and vehicle
- We connect DocView to your HR, property or fleet systems
Anyone who has to prove a certificate is current
Landlords and property managers, facilities and procurement teams, HR teams with regulated roles, construction firms checking subcontractors, and fleet operators.
Is this an off-the-shelf product?
No. It is DocView Capture and DocView Web configured for the certificates you track and, where needed, extended by Dev Soft UK, for example with reminder rules and connections to your own systems.
Does it read the expiry date from the certificate?
Yes. Finders read dates and references from the page, and validation rules check them. Dates the system is unsure about are shown to a person to confirm before they are used.
How far ahead are reminders sent?
You choose. We set reminder points for each certificate type with you, and escalation if the renewal has not started.
Can suppliers send renewed certificates themselves?
Yes. We can set up a request by secure link and PIN, so the supplier uploads the new certificate without an account, with reminders if they do not respond.
Does it take care of our obligations for us?
It is designed to help you meet your obligations by showing what is due and who owns it. Responsibility for the checks themselves stays with your organisation.
Stop chasing expiry dates by hand
Tell us which certificates you track and where they are kept today. We will show you how DocView could keep them current.