Compliance document intelligence // FMCSA · FAA · OSHA · CMS · EPA
Not a tracker.Not a spreadsheet.A compliance brain.
FileFlo reads the compliance documents you already have, names the regulation behind each one, scores your risk by location, and assembles the inspector's binder on demand. Four capabilities (document intelligence, regulatory rule-packs, a 0 to 100 score, and instant audit binders) working as one platform.
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By Chad Griffith, Founder & CEO · Reviewed August 5, 2026
Why the spreadsheet loses
Compliance isn't a tracking problem. It's an intelligence problem.
01
Can't find documents
Files scattered across drives, email, HRIS, LMS. When the inspector shows up, you scramble for 48 hours.
02
Can't validate requirements
Spreadsheets don't know what OSHA requires. They can't flag missing HIPAA training or expired DOT med cards.
03
Can't prove compliance
You have documents. But can you prove to an auditor they were current, complete, and accessible when required?
What the classifier knows
600+
compliance document types, each mapped to the section that governs it rather than to the folder it happens to sit in.
FMCSA 49 CFR · FAA 14 CFR · OSHA 29 CFR · CMS 42 CFR · EPA 40 CFR · state cannabis programs
Maximum civil penalty, per violation: FMCSA $16,550 · OSHA $16,131 · FAA $37,377
How it works
It reads what you already have, and cites where it belongs.
01
Reads
the compliance documents already sitting in your Drive, SharePoint, or OneDrive.
600+ document types
02
Cites
each file to the section that governs it, not to a folder label.
49 CFR 391.51
03
Scores
every company, location, and department from the records actually on file.
0 to 100
04
Rebuilds
the inspector's binder in agency order, with a timestamped history.
29 CFR 1904.32
Capability spec
Four capabilities, precisely what each one does.
FileFlo doesn't just track documents. It understands them, validates them, scores risk, and generates audit-ready proof.
AI Document Intelligence
Upload any compliance document: I-9s, DOT med cards, OSHA certs, licenses, permits, training records. FileFlo's AI classifies the document type, extracts key data, and flags missing fields.
- Auto-detects document type (DOT med card, OSHA 30, I-9, etc.)
- Extracts issue date, expiration, employee name, license numbers
- Flags incomplete or missing required fields
- Processes thousands of documents in minutes, not weeks
Regulatory Rule-Pack Engine
FileFlo includes pre-built Rule-Packs for OSHA, DOT, HIPAA, I-9, and state licensing requirements. Each Rule-Pack validates employees and locations against actual regulatory requirements, automatically.
- OSHA safety and training requirements built-in
- DOT driver qualification and medical certification rules
- HIPAA documentation and training compliance standards
- State-specific license and permit requirements
Predictive Compliance Score
Every company, location, and department gets a real-time Compliance Score (0-100) based on expired documents, missing requirements, and incomplete files. Know your risk at a glance.
- 0-100 Compliance Score for each location and department
- Identifies expired or near-expired items instantly
- Highlights missing required documents by regulation
- Executive dashboard with multi-location risk view
One-Click Audit Binders
Inspector arrives? Click one button. FileFlo generates a complete audit binder with required documents, table of contents, compliance status, timestamps, and chronological history. Ready for OSHA, DOT, HIPAA, or customer audits.
- One-click PDF or export package generation
- Chronological Audit Wall of uploads, changes, and approvals
- Auto-generated table of contents and compliance summary
- Ready for OSHA, DOT, HIPAA, and customer audits
The first scan
Six records. Four current, one expiring, one gap.
One ledger, five agencies. This is the shape of what FileFlo returns: cited to the section, dated, and traceable to the file it came from.
Illustrative record set. In FileFlo every status traces to a document and a section. No document, no claim.
No document, no claim
The moment you add the record, the gap closes.
mvr-2026-04-driver-14.pdf
Annual driving record review · 49 CFR 391.25 · Gap, no evidence on file
record uploaded 06:14
Annual driving record review · 49 CFR 391.25 · Current, evidence on file
FileFlo does not close the gap for you. It names the exact record that will, cites where it belongs, and clears the flag the moment the evidence is real. It never fills a gap with a guess.
Everything else in the platform
The parts that keep it running.
Renewal Alerts & Automation
90/60/30-day alerts for expiring certifications. Targeted by employee, manager, role, or location via email, SMS, or in-app.
Multi-Location Dashboards
Track compliance across unlimited locations. Compare metrics, identify at-risk sites, and centralize oversight from one dashboard.
Employee Self-Service Portal
Employees can upload certifications, view expiration dates, and manage their compliance documents directly.
Compliance Analytics
Track trends, renewal forecasting, and department-level performance with real-time dashboards.
Security & Audit Logs
AES-256 at rest, TLS 1.3 in transit, tenant isolation, role-based access control, and a complete audit trail on every record. FileFlo is not SOC 2 certified.
Mobile-Responsive Access
Access FileFlo from any device. Upload documents, check status, and verify compliance from job sites or warehouse floors.
Bulk Document Import
Upload thousands of documents at once. FileFlo's AI processes and classifies everything automatically.
API & Integrations
Connect with HRIS platforms (BambooHR, Gusto, ADP), training systems, and document storage via API.
Custom Compliance Workflows
Build approval workflows, multi-step validations, and custom compliance processes specific to your operations.
Scope
What FileFlo is, and is not.
FileFlo isn't trying to replace your existing systems. It's the compliance proof layer that sits on top.
FileFlo is
- The single source of truth for all compliance documents
- A compliance document intelligence platform that validates requirements against the governing regulation
- A risk scoring engine for multi-location operations
- An audit binder generator for OSHA, DOT, HIPAA
- The compliance proof layer on top of your existing tools
FileFlo is not
- An HRIS or HR management system
- A Learning Management System (LMS)
- A general document management tool
- A project management or task tracker
- A replacement for payroll, benefits, or training platforms
Think of FileFlo as your compliance control tower: it pulls employee data from your HRIS, training certificates from your LMS, and documents from various systems, then centralizes everything, validates requirements, scores risk, and generates audit-ready proof.
“The automated alerts have reduced our admin work and made collaboration across branches smoother.”
Security posture, stated plainly
AES-256 at rest, TLS 1.3 in transit, tenant isolation, role-based access control, a full audit log on every record, and daily encrypted backups. Documents processed by our AI provider run under Anthropic's zero-data-retention terms. FileFlo is not SOC 2 certified and does not offer a HIPAA business associate agreement today. We say so here rather than let a badge imply otherwise. Security detail
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Platform definition
What FileFlo is.
FileFlo is a compliance document intelligence platform that operates as a read-only layer on top of the cloud storage and business systems an organization already uses: Google Drive, SharePoint, OneDrive, Dropbox, and HRIS, payroll, or LMS platforms. It does not store, replace, or migrate the underlying records. Instead, it reads the compliance documents in place, classifies each file against its governing regulation (FMCSA 49 CFR Part 391, FAA 14 CFR Part 135, CMS 42 CFR Parts 484/418/483, OSHA 29 CFR 1910/1926, EPA 40 CFR, and state cannabis programs), extracts expiration dates and key fields, validates each employee and location against a regulation-specific rule pack, and generates inspector-format audit binders on demand.
The distinction matters because a storage system or an HRIS is optimized for holding files and managing people, not for regulatory interpretation. Those systems can tell you a document exists and who may open it; they cannot tell you that the file is a §391.43 medical examiner's certificate, that it expires in fourteen days, or that the OSHA training record a compliance officer requests is missing entirely. FileFlo adds that regulatory layer (the Compliance Score, the Rule-Pack validation, and the one-click audit binder) without disturbing the systems beneath it. It is the compliance proof layer, not a replacement for the tools you run today.
Vertical detail: FMCSA trucking · FAA Part 135
How the platform works
Why intelligence beats tracking.
Federal recordkeeping rules do not ask whether a document is stored. They ask whether the right document exists, is current, and can be produced on demand. Under 49 CFR §391.51, a motor carrier must maintain a Driver Qualification File containing thirteen specific documents, several of which carry their own renewal intervals. Under 29 CFR 1910 and 1926, OSHA requires training records, written programs, and exposure records retained for years after an employee leaves. Under 42 CFR, home health and hospice agencies must keep clinician licensure, competency evaluations, and supervisory visit records current and inspection-ready. A spreadsheet or a shared drive can hold every one of these files and still leave the operator exposed, because storage has no concept of "due," "expired," or "missing."
FileFlo's four capabilities close that gap as a single workflow. AI Document Intelligence reads each uploaded or connected file and extracts its type, dates, and key fields. The Regulatory Rule-Pack Engine then checks those documents against the actual requirements for the operator's regulator and roles, surfacing anything absent. The Compliance Score rolls the result up into a 0-100 risk signal for every company, location, and department, so a multi-site operator can see at a glance which facility is audit-ready and which is not. When an inspector arrives, the one-click audit binder assembles the required documents (with a table of contents, compliance status, timestamps, and chronological history) in the format the agency expects.
The practical result is that an operator keeps a single source of truth for compliance proof while gaining the expiration tracking, gap detection, risk scoring, and audit-export capabilities that a general document store or HRIS does not provide. FileFlo is the compliance intelligence layer; the systems it reads from remain the systems of record.
Frequently asked
Platform FAQs
Last reviewed August 5, 2026.
What does FileFlo's AI Document Intelligence do?
Upload any compliance document (OSHA training cert, DOT med card, driver qualification file, HIPAA record, license, permit, I-9) and FileFlo's AI automatically detects document type, extracts employee name, certification type, issue date, expiration date, and flags missing fields. It removes the manual data entry, and where it cannot read a field with confidence it says so instead of guessing.
How do Regulatory Rule-Packs work?
FileFlo includes pre-built Rule-Packs for OSHA, DOT, HIPAA, I-9, and state licensing requirements. Each Rule-Pack defines which documents are required for specific roles, renewal schedules, and what complete looks like. FileFlo automatically checks employees and locations against these rules and highlights gaps.
What is the Predictive Compliance Score?
Every company, location, and department gets a real-time Compliance Score (0-100) based on expired documents, missing requirements, and incomplete files. The score gives executives and managers a risk signal: Is this location audit-ready today? Which departments need attention? It is computed from the records actually on file, so every point traces back to a document or to a document that is missing.
Can I generate audit binders with one click?
Yes. FileFlo's Audit Wall tracks every upload, change, approval, and renewal chronologically. With one click, generate a complete audit binder (PDF or export package) containing required documents, table of contents, compliance status, timestamps, and history. Ready for OSHA inspections, DOT audits, HIPAA reviews, or customer audits.
Does FileFlo replace my HRIS or LMS?
No. FileFlo sits alongside your HR, safety, and training systems as the compliance document intelligence layer for documents and proof. It pulls employee data from your HRIS, training certificates from your LMS, and centralizes everything for audit readiness. FileFlo is the compliance proof layer, not a replacement for existing systems.
Does FileFlo work for small businesses and enterprises?
Yes. FileFlo runs for operations from a handful of employees up into the thousands. Plans are flat monthly tiers sized to the operation (power units for trucking, tails for aviation), with no per-employee and no per-document fees at any size. The current price card lives on the pricing page.
Can FileFlo send 90/60/30-day renewal alerts?
Absolutely. FileFlo automatically sends alerts 90, 60, and 30 days before certifications, licenses, or documents expire. Alerts can be targeted by employee, manager, role, or location via email, SMS, or in-app notifications. The goal: no surprise expirations and no last-minute scramble.
Does FileFlo integrate with other software?
Yes. FileFlo integrates with HRIS platforms (BambooHR, Gusto, ADP), training systems, and document storage via API and bulk imports. FileFlo sits on top of your existing tools as the compliance proof layer. Export data to Excel, CSV, or PDF for use in other systems.
Is FileFlo secure? Where is my data stored?
FileFlo encrypts data at rest with AES-256 and in transit with TLS 1.3, isolates every tenant's records, and enforces role-based access control with a full audit log. Documents processed by our AI provider run under Anthropic's zero-data-retention terms. Daily encrypted backups. We never sell your data. To be explicit about what we do not have: FileFlo is not SOC 2 certified and does not offer a HIPAA business associate agreement today.
Does FileFlo support multi-location operations?
Absolutely. Track compliance across unlimited locations with centralized oversight. View Compliance Scores by facility, compare metrics across sites, assign location-specific managers, and see which locations are at risk at a glance. Built for logistics, aviation, healthcare, and manufacturing operations with multiple sites.
See what your files are missing before an inspector does.
See how FileFlo turns scattered documents into cited, audit-ready proof.
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Flat monthly tiers sized to your operation. The full price card lives on the pricing page.