Evidence and operations

Evidence is useful only when reviewers can find the item connected to the work it supports. A record attachment has a title, file, upload date, evidence type, uploader and assessment parent. Its visibility is Internal or Shared. The assessment owner decides the intended audience before a file is attached; a shared label should reflect an actual review need.

Operation receipts record an action, operation key, expected revision, occurrence date and result state. They can keep an external reference, affected record references or failure reason. A failed or needs-review receipt is an exception to investigate, not a successful assessment step. Operations Overview surfaces failed operations beside performed and failed tests and pending review decisions.

• One accountable parent. Keep each activity linked to the relevant assessment, risk, control or finding so the next person can follow the same case.
• Named responsibility. Assign the record to the person who prepares the work and keep independent judgement with a separate reviewer where a decision is required.
• Visible outcome. Use the recorded state, result, date and evidence to explain what happened before moving the case forward.

Agree evidence naming, type and visibility rules. Decide how staff reconcile a provider reference if an external evidence source is connected. Keep operation keys stable when retrying the same action and check the expected revision before accepting a change. Give a reviewer enough context to distinguish a delayed operation from a completed decision.

Rehearse an attachment marked Internal and one marked Shared. Confirm each appears to the intended people. Then inspect a failed receipt, use its failure reason and parent assessment to resolve the issue, and check that a retry does not create duplicate effects.

For a facility access test, give the attachment a title that identifies the assessment period without putting sensitive details into the title. The reviewer can then compare the attachment with the test’s evidence reference and decide whether the file is sufficient for the work under review.

Follow a failed planning operation on an assessment. The assessment owner opens its receipt, checks the failure reason and expected revision, then resolves the underlying issue before retrying. The same operation key should identify the accepted effects if the first request succeeded despite a delayed response. For an attached file, the reviewer checks its visibility and uploader against the assessment before sharing it with anyone else.

• Operation exceptions — Failed or needs-review operations requiring follow-up.
• Review decisions — Independent decisions with the reason and assessment link.

Follow the related process and check the record definitions.