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Documents are stored with a sha256 fingerprint, versioned, and linked to the records they evidence — a tender pack, a certificate, a contract, a photograph taken on site.
The same fingerprint discipline applies to a tender pack and a site photograph. You can prove what a document was when it was used.
A document is attached to the thing it evidences, so it is found from the record rather than from a folder somebody named well.
Where a file cannot be read, that is reported in the coverage — never silently skipped.