The OS · SHE File
One file. Proven once.
The SHE File is the spine of the operating system. Documents are proven once at the top and flow to every site, project and engagement that needs them — validated on the way in, scored while they live, and export-ready on demand.
01
Three linked tiers
The architecture mirrors how liability actually flows on a South African site: the company holds its library once, the site defines what it demands, and every engagement assembles its own file from both.
Company tier
The Master Vault
Every appointment, policy, certificate and registration held once at organisation level — the single source the tiers below draw from.
Statutory appointments and mandates
Policies, procedures and registrations
CIPC-verified company identity
Site authority
Requirements set by the site
The principal defines what a specific site demands. The vault fills what it can; what remains is visible as a gap, not a surprise.
Site-specific obligations layered on the vault
The principal controls what is required
Gaps surfaced before mobilisation
Engagement tier
Assembled per job
Each engagement gets its own file with its own scope, risk and readiness — including guest sub-contractor files built in.
Scope- and task-specific requirements
Its own live readiness state
Guest sub-contractor files built in
02
Inside the Master Vault
The vault is organised the way an auditor reads a file — five structured libraries, 41 structured sections, every document typed, dated and expiry-tracked.
Vault 1
Procurement baseline
The documents a principal demands before a contractor is even considered — held once, presented to every client.
Signed applications and declarations
Codes of conduct and terms
Company registrations and good standing
Vault 2
Policies & plans
Every policy, procedure, plan and safe work procedure in one governed library with legislative references attached.
Safe work procedures by task
Emergency and management plans
Vault 3
Appointments
Statutory appointments and mandates with the appointee, the instrument and the expiry all tracked together.
Legal appointment letters
Linked to sites and assets
Expiry countdown on every one
Vault 4
Registers
The signed record of daily compliance — every register produced by the platform files itself here automatically.
Inspection histories preserved
Vault 5
Workers & competency
The people layer: worker records, certificates, medicals and inductions — consent-logged under POPIA.
Worker records and certificates
POPIA consent captured per worker
03
Documents that actually count
A file full of paper is not compliance. Every document entering the SHE File passes an AI pre-scan with a seven-point validation — grounded in SiteActive’s own legislative database — before it counts toward anything.
On the way in
Validated, not just uploaded
Type, dates, signatures, issuer and relevance are checked against what the slot actually requires — a certificate that expired last month scores zero.
Seven-point validation per document
Checked against the requirement, not the filename
Expired or wrong documents don’t count
Guided drafting
The document wizard
Type-specific guided drafting for the documents contractors struggle with most — produced in minutes, grounded in the legislative database, always reviewed by a person.
Nine guided document types
Grounded in the legislative database
Output is a draft, never a decision
04
Gap analysis under site authority
What is required is decided by the site, not by the contractor — that single rule is what makes the score defensible. Requirements push down from the principal; exemptions are the site’s call alone.
Site authority
The principal sets the bar
Requirements are pushed down from the corporate environment to every contractor vault. Contractors see exactly what is expected — and exactly what is missing.
Requirements pushed to contractor vaults
Gaps visible to both sides
Nothing hides in email threads
No self-exemption
Exemptions are earned, not taken
A contractor cannot mark their own requirement as not applicable. Only the site can exempt — which is why a SiteActive score can be trusted.
Not-required is site authority only
Every exemption is recorded
The score stays gaming-proof
05
Always audit-ready
The file carries a live compliance score, warns before anything lapses, and exports as a complete pack the moment someone asks for it — an auditor, an insurer, or a court.
Live score
Scored while it lives
The SHE File carries a live score that moves the moment a document expires, arrives or fails validation — no monthly reconciliation.
Score recalculates on every change
Expiry alerts before the lapse
One number a principal can act on
Export pack
One click, whole file
The complete file exports as a structured pack — ordered the way an inspector reads it, ready the day it’s demanded.
Structured export on demand
No week of assembly first
See how it connects in the OS →
Put your SHE File on the operating system
Software-only deployment takes up to 72 hours — no hardware, no rip-and-replace.
Applications close 31 July 2026Programme commences 4 August 2026Seats strictly limited
Apply for the pilot →