Evidence documents

An evidence document gives a property packet a source file, title, date and external reference. The attachment is the material a reviewer can inspect. The verification choice records whether the item has been checked, while the named verifier makes the check accountable. A packet can have several evidence documents, each linked to the same source packet and separately reviewed.

Verification is a source check, not a decision to share the packet. An operator may confirm that an attached deed matches its external reference while a reviewer still finds the title observation incomplete. Keeping those decisions distinct prevents a verified attachment from being mistaken for an approved packet revision.

• Source file. Keep the attachment and its external reference on the evidence record for the packet.
• Verifier. Name the person who checked the item and record the result on that item.
• Exception. Leave unresolved evidence in the working view and assign a follow-up when its source is unclear.

Agree which document source supplies authoritative title and agreement files, how an external reference is formatted and what a verifier must inspect. Decide who can open attachments and who may change a verification result. The organization should also settle its storage and retention policy before live documents arrive. The vault needs a clear answer when a link points to a source the reviewer cannot access.

Some packets may contain copies with the same title and different dates. The team should compare the attachment and external reference, then record which copy was verified. A title alone should not determine authenticity. When a person replaces a file, retain the earlier packet revision and explain the change through the recorded history.

An Indexing Operator receives an agreement whose external reference matches the packet, but whose parcel identifier is hard to read. They leave the evidence item unverified and ask the Packet Owner for a clearer source. The owner attaches the correct copy and identifies the source reference. The operator checks the file and marks it verified with their name. The Document Reviewer can then inspect the same attachment and decide whether the corrected material supports the packet revision. If the source remains unclear, the review stays open and the issue becomes an assigned follow-up rather than a silent status change.

• Unverified Evidence — Source files still waiting for a named check.
• Collected Packets — Packets whose collection work is ready to inspect.

See packet indexing and review and sharing.