Evidence Management and Audit Trails

The Evidence Model

Every obligation in Conformii has an associated evidence record. When an obligation owner completes a compliance activity, they attach the relevant evidence directly to the obligation — a signed form, an inspection report, a test result, a meeting minute.

This creates a continuous, timestamped, version-controlled evidence trail that is available for internal review and external audit at any time.

Attaching Evidence

Evidence can be attached to an obligation:

On completion — when the obligation owner marks an obligation complete, they're prompted to attach supporting evidence

Mid-cycle — evidence can be attached at any time during the obligation period, useful for multi-step compliance activities

Retroactively — historical evidence can be added to past obligation records

Supported file types include PDF, Excel, Word, images (JPG, PNG) and most common document formats. Maximum file size is 50MB per attachment.

Evidence Versioning

All evidence is version-controlled. If an obligation owner replaces an attachment, the previous version is retained in the audit log. This is particularly important for obligations where regulators may want to see the history of a compliance activity.

Generating Audit Packages

From any obligation or set of obligations, you can generate an audit package — a compiled PDF including obligation details, completion dates, owner records and all attached evidence. This is designed for regulatory audit requests and internal review.

Audit packages can be generated for:

Individual obligations

All obligations in a category

All obligations within a date range

All obligations assigned to a specific facility

Evidence Retention

Conformii retains all evidence records for the duration of your subscription plus a configurable retention period (default: 7 years post-expiry). For obligations with specific regulatory retention requirements, retention can be configured per-obligation.