Managing documents and evidence

Compliance work is mostly evidence work. Documents — policies, procedures, records, audit reports — are what gap analyses assess against and what agents read when they answer questions or draft changes. This guide covers getting documents into a project, organising them, and the versioning and states that keep your evidence auditable. Everything here is scoped to the active project; there is no cross-project document search.

Getting documents in

From the Documentation area you can add evidence two ways:

• Upload files directly — PDF, Word (.docx), PowerPoint (.pptx), Excel (.xlsx), HTML, and plain text. Drag them onto the page or pick them with the file browser. You can also drop a ZIP or RAR archive and Regnora will extract the files inside, optionally preserving the folder structure.
• Import from Google Drive, picking the files you want to bring across.

When you upload something that matches an existing document, Regnora asks how to resolve it rather than guessing — keep it as a new document, add it as a new version of the existing one, or skip it.

Manage: Documentation

What happens after upload

Every uploaded document is processed: Regnora extracts its text and indexes it so the AI can search your evidence by meaning, not just by filename. A document shows a processing state while this runs and becomes searchable once it completes. Large files take a little time; an analysis or agent will wait for processing to finish before relying on a document.

Organising into directories

You can group documents into directories (folders), nest them, and move documents between them. Directories are a convenience for you — they don’t change how the AI searches, which always spans the whole project’s evidence.

Versioning and the audit trail

Documents are versioned. Re-uploading a policy creates a new version of the same logical document rather than a duplicate, and only one version is current at a time. Older versions stay available in the document’s version history, so you keep a full audit trail of how a policy changed.

Document states

A document is always in one of a few states:

• Staged — uploaded or proposed but not yet committed. This is the typical state when an upload needs a decision from you, or when an agent has proposed a change for you to approve.
• Draft — a working document, not yet treated as live evidence.
• Active — live, indexed, and searchable; the evidence gap analyses assess against.
• Archived — kept for the record but out of the active set.

Understanding these matters most when an agent stages a change: the document sits in staged until you approve it, at which point it becomes part of your active evidence. See Drafting & revising documents for that flow.