Evidence and Audit Pack
Proof gathered as you go, not rebuilt the week before.
Proving a process ran is rarely the same work as running it. The records exist, but they sit in an inbox, a folder, a spreadsheet, and someone's sent items, and pulling them together after the fact is a fortnight of archaeology that produces nothing new.
- Management review2 of 2 held, minutes and actions
- Internal audit6 of 6 held, reports and sign-off
- Calibration11 of 12 held, one certificate not found
- Corrective actions9 of 9 held, raised through to closed
- Supplier assessment3 of 4 held, one review not recorded
From record created to pack assembled, in four steps.
Records are captured when they are created rather than hunted for later: the email that approved it, the form that recorded it, the file that resulted.
Each record is filed under the process it evidences, so the question stops being where something is and becomes whether it exists.
A process expecting a monthly record and holding nine of them is visible as nine, not as a folder somebody has to count.
A dated pack is generated whenever one is asked for, listing what is held per process and what is missing.
What changes after we deploy this.
If any of these describe your business, this workflow earns its keep.
The cost of an audit is rarely the audit. It is the fortnight before it, spent gathering records that already existed, by people who have other work.
Where running a process is not enough and you have to show it ran, the showing is a second job. It is usually done once a year and badly, because it is done from memory.
Evidence spread across an inbox, a drive, and a spreadsheet is not missing. It is just expensive to find, and the expense lands in one concentrated fortnight.
How long did it take to put last year's evidence together?
Tell us the processes you have to evidence. We will show you what a pack would hold today, and where it would already be short.
It runs inside the tools you already use.
And 30+ others. If your tool is not listed, ask.
See every integrationThe questions we get before we build.
Still unsure? Ask us directly and we will answer before you commit to anything.
Does it create records we do not have?
No, and this is the line that matters most. It gathers records your business already produced and files them. Generating evidence for a process that did not run would be worse than useless; it would be a fabrication sitting in an audit pack with your name on it.
What happens where evidence is missing?
The gap is reported as a gap, in March rather than in the fortnight before the audit. That is most of the value: the pack is useful long before anyone asks for it, because it tells you what to go and do.
Does it decide whether our evidence is good enough?
No. It reports what is held against what each process expects. Whether that is sufficient is a judgement for you and your auditor, and it depends on context the workflow does not have.
How does it know which record belongs to which process?
From rules you set when it is built: where a record comes from, what it is called, who sent it, what it contains. Anything it cannot confidently file is held for a person rather than filed somewhere plausible.
Is this the same as a backup?
No. A backup is about getting a file back after something goes wrong. This is about being able to show a process ran, which is a different question and usually needs records from several places rather than a copy of one folder.
Does it replace our quality manager?
No. It removes the gathering, which is the part that is mechanical and miserable. Deciding what a process needs to evidence, and whether the evidence stands up, stays exactly where it is.
Other automations that complement this one.
This gathers the proof. Document Consistency Check keeps the documents behind it consistent, Review and Expiry Reminders keeps their dates current, and Backups and Data Checks keeps the underlying files recoverable.
Want to know what your evidence pack holds today?
Tell us the processes you have to evidence. We will show you what would already be in the pack, and where it would be short.
Every workflow is a managed monthly service. No credit card, and we respond within one business day.