# Document Repository | Secure Privacy Governance Solution > Store, version-control, and audit all compliance documents — including DPAs, privacy policies, and DPIA records — using the Document Repository in Secure Privacy's Governance Solution. - Canonical: https://support.secureprivacy.ai/article/using-document-repository-centralize-compliance-documents - Product: Privacy & AI Governance - Category: Governance Solution - Published: 2026-03-09T17:56:00+00:00 - Updated: 2026-03-22T15:52:57.294+00:00 - Reading time: 5 minutes --- The **Document Repository** in Secure Privacy's **Governance Solution** provides a centralized, secure location for storing all compliance-critical documentation — including privacy policies, Data Processing Agreements, vendor contracts, DPIA records, and audit evidence. Version control, granular permission management, and full audit logging ensure complete accountability and regulatory audit readiness at all times. ## Who Is This For? - **Compliance teams** maintaining policy and procedure libraries with version histories for regulatory accountability - **Legal teams** managing contracts, Data Processing Agreements, and data protection clauses - **Auditors** who need controlled access to supporting compliance documentation and evidence packages ## Accessing the Document Repository From the left sidebar in the Governance Solution, navigate to **Data Management > Documents**. The main view displays all documents in a searchable, sortable table. ## Uploading a Compliance Document ### Step 1: Click + Upload Document Click the **\+ Upload Document** button in the top-right corner of the Document Repository view. ### Step 2: Fill in document details Complete the following fields to ensure the document is properly categorized and retrievable:

Field

Description

Example

Document Name

Clear, descriptive title following your organization's naming convention

"Service Contract - Vendor A"

Description

Brief description of the document's purpose and scope

"Service Contract Template with GDPR data protection clauses"

Department

The department that owns or is primarily responsible for the document

Legal, Privacy, IT

File

The document file to upload

service-contract.pdf, dpa-vendor-a.docx

### Step 3: Set permissions Configure who can view, edit, and download the document. Permissions can be set at the individual user or team level — ensuring sensitive compliance documents are only accessible to authorized personnel. ## Compliance Document Management Features ### Version control Every document update creates a new version automatically. The complete version history is retained — allowing you to view how a document has changed over time and revert to a previous version if needed. This is critical for demonstrating compliance history to supervisory authorities and auditors, particularly for privacy policies and Data Processing Agreements. ### Search and filtering Use the search bar to find documents by name. Apply filters by department, document type, or date range to quickly locate specific files within a large compliance document library. ### Audit logging All document actions are automatically logged — including uploads, downloads, edits, permission changes, and deletions. This provides a complete, timestamped trail of who accessed or modified each document and when — supporting GDPR accountability under Article 5(2). ### Export Click **Export** to download a summary of your document library, including metadata and version information — useful for audit submissions, regulatory reporting, and internal governance reviews. ## GDPR Compliance Document Types The Document Repository is designed to store the full range of compliance documentation your organization needs to maintain and demonstrate GDPR compliance: - **Privacy policies** and their complete revision history - **Data Processing Agreements (DPAs)** with vendors and processors - **Service contracts** containing data protection and confidentiality clauses - **Internal compliance procedures** and operational guidelines - **Training materials** and staff completion records - **Audit reports** and evidence packages - **DPIA documentation** and approval records from the Impact Assessments module ## Document Repository Best Practices ### Establish a consistent naming convention A clear, consistently applied naming convention — including document type, subject, and date — makes the repository searchable and audit-ready as it grows. Define and document your naming standard before uploading large volumes of existing documents. ### Review and update documents at least annually Compliance documents — particularly privacy policies, DPAs, and internal procedures — should be reviewed at least annually and updated whenever relevant regulations, processing activities, or vendor relationships change. Schedule review reminders in the Compliance Calendar to ensure nothing is missed. ### Use department-level permissions Configure permissions at the department level to ensure documents are only accessible to teams with a legitimate need — preventing unauthorized access to sensitive legal or compliance documentation while maintaining appropriate cross-team visibility. ### Link documents to related processes, systems, and assessments Connecting documents to their associated process records, system entries, and DPIA assessments in the Governance Solution creates end-to-end traceability — making it easy to locate supporting documentation for any compliance obligation during an audit or regulatory inspection. ## Next Steps - Upload your organization's key compliance documents — starting with privacy policies, DPAs, and internal procedures - Link documents to their associated processes in the **Process Register** for full ROPA documentation traceability - Set up annual document review reminders in the **Compliance Calendar** to keep your document library current ## Frequently Asked Questions ### Can the Document Repository be used to store DPIA approval records for regulatory purposes? Yes. DPIA documentation and approval records exported from the Impact Assessments module can be stored in the Document Repository — creating a centralized, version-controlled archive of all completed DPIAs. This provides a single location for all GDPR Article 35 compliance evidence, accessible to auditors and supervisory authorities on request. ### What file formats are supported for document uploads? The Document Repository supports standard compliance document formats including PDF and DOCX. If you encounter an unsupported format during upload, convert the file to a supported format before uploading. Contact Secure Privacy support if you have specific format requirements not covered by the current supported list. ### How does audit logging in the Document Repository support GDPR accountability? Every document action — upload, download, edit, permission change, and deletion — is logged with a timestamp and the identity of the user who performed the action. This creates a complete, tamper-resistant record of document access and modification history, directly supporting GDPR accountability requirements under Article 5(2) and providing evidence for supervisory authority inspections. ## See Also - [How to Handle Data Subject Access Requests (DSARs)](https://support.secureprivacy.ai/article/managing-data-subject-access-requests-dsars-in-secure-privacy) - [Secure Privacy Pricing Plans Overview](https://support.secureprivacy.ai/article/secure-privacy-pricing-plans--consent-management-platform) - [Website Visits vs Page Views vs Consent Explained](https://support.secureprivacy.ai/article/website-visits-vs-page-views-vs-consent-explained)