Finding a regulation is not enough. People must know it — and you must be able to prove it.
Contineo takes a regulation from preparation all the way to acknowledgement by everyone it concerns. Every step stays in a record that cannot be changed afterwards.
Three views of the same acknowledgement
The employee sees a task, HR sees a report and the auditor sees a record. All three read the same record — nothing is retyped by hand.
Employee: one task, one button
The request arrives by e-mail and the task waits in the portal and on the phone. The person reads the PDF and acknowledges it with a statement in their own language.
HR: who is missing
For every assignment the report shows how many people have acknowledged and who is overdue. A reminder takes one button; the report can be exported.
Auditor: what exactly happened
The record holds a copy of the document name, the wording, the time, the department at that moment and the PDF fingerprint. A year later it reads the same as on the day.
Illustration with made-up data
New wording in four steps
- 01
Preparation
Upload the PDF and an editable source, set the effective date, the approvers and the person responsible.
- 02
Approval
Approvers see the PDF they are deciding on, attachments included. They can send it back with a comment.
- 03
Publication
The wording applies from its effective date. An amendment published in advance replaces the current wording only on that day.
- 04
Assignment
Assign the amendment to the same people in one step — or choose new recipients.
Acknowledgement with proof
A person acknowledges the PDF they actually saw. The record holds the file's fingerprint, the exact statement in the language they read it in, and their department at that moment. The same wording cannot be acknowledged twice.
To whom and by when
Assign to a person, a department, a group or a route — onboarding, for example. Whoever joins a department later gets the task with a deadline counted from their arrival.
Reminders and report
The request and reminders arrive by e-mail; the task waits in the portal and on the phone. The acknowledgement report shows who is missing and can be exported.
Chain of evidence
Acknowledgements and assignments are never changed or deleted. A revocation is a new record with a reason — a year later you can still read what applied then and who knew it.
Data protection (DPO)
Every regulation has a person responsible and a legal basis from a code list. The data protection officer has the report, retention periods and objections in one place.
Training
Courses with text and video, tests drawn from a question bank, and a numbered certificate with a QR code. Anyone with the link can verify it — without the holder's name.
Verified in production at the Slovak Football Association: assignment, e-mail request, acknowledgement from a computer or a phone, and a report for HR.
Frequently asked questions
What happens when an amendment comes out?
The new wording goes through preparation and approval, and on publication you assign it to the same people in one step. Acknowledgements of the previous wording stay on record. An amendment published in advance replaces the old wording only on its effective date — until then people read and acknowledge the one in force.
What about someone who joins later?
With an assignment to a department or a route they get the task automatically, with a deadline counted from their arrival. Nobody has to add them by hand.
Can an acknowledgement be corrected or withdrawn?
No. An acknowledgement is evidence, so it is never changed or deleted. The same wording cannot be acknowledged twice. An assignment can be revoked — as a new record with a reason and an author; acknowledgements already made remain.
Why is the PDF acknowledged rather than on-screen text?
The PDF is what the approvers approved, including attachments, tables and forms. The record keeps the file's fingerprint, so it can later be verified that it is the same document.
How long are records kept?
Each organisation sets its own retention periods; its data protection officer decides them. Who processes the data and why is explained on the privacy page of each organisation's portal.
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