> ## Documentation Index
> Fetch the complete documentation index at: https://docs.imaracare.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Documents

> Manage your facility's document library, permits, policies, staff certifications, and HHSC Digital Binder from the Documents section.

**Documents** is a dedicated section in the sidebar accessible to **Managers** and **Administrators**. It centralises all facility paperwork across four tabs.

<Info>
  **Staff** members do not have access to the Documents section. Certifications visible to Staff appear on their individual profile pages instead.
</Info>

## Tabs

| Tab                       | What it contains                                                                |
| ------------------------- | ------------------------------------------------------------------------------- |
| **Document Library**      | Uploaded regulatory files, agreements, ID documents, and other facility records |
| **Permits**               | Active and historical facility permits with expiration tracking                 |
| **Staff Certifications**  | Credential records for all staff — CPR, first aid, food handler cards, etc.     |
| **Policies & Procedures** | Written HHSC-required policies with review tracking and document links          |

***

## Document Library

### Browse documents

Go to **Documents → Document Library**. Use the search bar and category filter to narrow results.

Categories include: Agreements, ID Documents, Regulatory, and Certifications.

### Upload a document

<Steps>
  <Step title="Click Upload Document">
    From the Document Library tab, click the **Upload Document** button.
  </Step>

  <Step title="Select category">
    Choose the document type so expiration alerts and audit filters apply correctly.
  </Step>

  <Step title="Add file and metadata">
    Upload the file and enter the issue date, expiration date, and any notes required.
  </Step>
</Steps>

### Version history

Every document supports version tracking. When a new version is uploaded, prior versions are archived and remain accessible. See [Document versioning](/compliance/document-versioning).

***

## Permits

Permits track facility licences and regulatory authorisations.

### Add a permit

Managers and Administrators can click **Add Permit** on the Permits tab and enter:

* Name and permit number
* Type (operating, fire safety, food service, etc.)
* Issue date and expiry date
* Issuing authority

### Expiration alerts

Permits expiring within **30 days** show a warning banner at the top of the Permits tab. Critical alerts also appear on the [Dashboard](/daily-operations/dashboard) alert feed.

### Permit lifecycle

Permits move through a defined set of statuses (draft → submitted → issued → suspended → revoked). See [Permit lifecycle](/compliance/permit-lifecycle) for the full state machine and change-of-information workflow.

***

## Staff Certifications

This tab shows credential records for all facility staff.

* Certifications expiring within **60 days** show an alert banner
* Each card shows staff name, certification type, issue/expiry dates, and status badge
* Click a card to view the full certificate details

<Tip>
  For background check clearance records (not standard certifications), see [Background checks](/staff-hr/background-checks) under Staff and HR.
</Tip>

***

## Policies & Procedures

The **Policies & Procedures** tab is your facility's policy vault for the six written policies required by HHSC 26 TAC §553. Each policy type has a dedicated card showing its current status.

| Policy                         | HHSC requirement                                                             |
| ------------------------------ | ---------------------------------------------------------------------------- |
| Evacuation Plan                | Written fire and emergency evacuation plan, must be posted                   |
| Incident Reporting Policy      | Procedures for documenting incidents and notifying guardians within 48 hours |
| Medication Self-Admin Policy   | Staff guidance for assisting residents with self-administered medications    |
| Controlled Substance Policy    | Handling, storage, and disposal of controlled substances                     |
| Financial Conflict of Interest | Prohibits staff from being named as beneficiary or guardian of residents     |
| Abuse / Neglect Reporting      | Mandatory reporting procedures for suspected abuse, neglect, or exploitation |

### Add or update a policy

1. Click **Add** (or **Edit**) on any policy card
2. Enter the policy title and paste the document URL (a shareable link to the PDF in Supabase Storage, Google Drive, or similar)
3. Add any internal notes and click **Save**

### Mark a policy as reviewed

After your periodic policy review, click **Mark Reviewed Today** on the card. This records the review date and your user ID — the review history appears in the HHSC Digital Binder PDF.

### Compliance status badge

The header of the tab shows how many of the six required policies are on file (e.g. **4/6 on file**). All six must be uploaded before a binder inspection.

See [Policies & Procedures](/compliance/policies-and-procedures) for full details.

***

## HHSC Digital Binder

The **HHSC Binder** button (top-right of the Documents page) opens the full HHSC Digital Compliance Binder — an inspector-ready packet combining facility profile, policies, staff compliance, resident assessments, incidents, and financial records across eight tabs.

See [HHSC Digital Binder](/compliance/hhsc-digital-binder) for the complete guide.

***

## Best practices

* Upload permit renewals as soon as you receive them so the expiration alert clears immediately
* Keep all six required policies on file and mark them reviewed annually
* Use consistent document categories so audits and surveys can be prepared quickly
* Review the Staff Certifications tab monthly to catch upcoming renewals before they lapse