Records & Document Expiry Tracker

The problem this kills

Work permits lapse. Professional licenses go stale. A driver's CDL or a nurse's certification quietly hits its expiry date - and nobody notices until the person can't legally work, a contract is void, or an auditor asks for proof you don't have.

Most HR and compliance teams "track" this in a spreadsheet with a column of dates and a prayer. Spreadsheets don't email anyone. They don't escalate. They don't stop the same document from being entered twice, and they certainly don't keep a record of who confirmed a renewal and when. So a renewal slips, and now you're explaining a compliance gap to your boss instead of a calendar reminder you missed.

This Implementation Plan kills that risk by turning your scattered date columns into a living tracker that does the chasing for you - and proves it did.

What you'll build

A private, login-protected web app where your HR team registers every employee document that has an expiry date, and the tool does the rest:

• Computes the runway to every expiry and shows you what's coming, what's at risk, and what's overdue.
• Sends tiered reminders automatically - for example 90, 60, 30, and 7 days out - to both the employee and the responsible HR owner.
• Routes each renewal through a human gate: the employee (or HR) submits the new document and dates, and an HR reviewer must confirm before the record is updated.
• Escalates overdue items so nothing rots silently in a list.
• Stores the sensitive files (passport scans, license PDFs) in access-controlled storage, not a shared drive.
• Exports a clean status CSV of the whole register any time you need it.

What's inside the Implementation Plan

The plan is a single markdown file you paste into Claude Code. It builds the whole tool step by step, each step ending with a copy-paste prompt.

The very first thing it does is interview you about your business - your document types, your naming and ID conventions, who owns each renewal, your reminder lead times, and your messy edge cases like "no expiry" documents and grace periods. It reads back a short tailored spec for your thumbs-up, then shapes the data model and every later step around your answers. You get a tool fitted to how your team actually works, not a generic template you have to bend yourself into.

Inside you'll find: the discovery interview, the exact database design, the secure file upload, the reminder schedule and digest logic, the HR confirmation gate, the audit trail, and the CSV export - plus a "No API yet?" fallback so you can run the whole thing from a spreadsheet today.

The governance it includes (this is the point)

This isn't a toy. The plan builds in the controls a compliance tool actually needs:

• Login so only your team can open it.
• Row-level security so people only ever see their own organization's records.
• A human-in-the-loop gate: the tool drafts and proposes the renewal; a person reviews and approves; only then is the record updated.
• A complete audit trail: who registered, reminded, submitted, confirmed, and updated each document, and exactly when.
• Duplicate guards: one active record per employee + document type + document number, so the same document can't be tracked twice.

Who it's for

HR operations and compliance staff who today track expiring documents in a spreadsheet and have been burned (or nearly burned) by a missed renewal. If you can fill in a spreadsheet, you can build and run this. No coding background required - the AI agent writes the code; you steer it with plain language.

You've got this. Open the plan, paste the first prompt, and let the agent interview you.