Three properties of evidence
- Dated — when it was done is clear.
- Owned — who did it is clear.
- Verifiable — an independent person can look and reach the same conclusion.
Missing one of the three leaves you with an assertion, not evidence.
Which record evidences what
| Duty | Evidence |
|---|---|
| Risk assessment | A dated assessment signed by the team, with control follow-up |
| Training | Attendance record, content, duration, trainer competence |
| Periodic inspection | The competent person's report and closure of its findings |
| Health surveillance | Pre-employment and periodic examination records |
| Emergency | Plan, team assignments, drill report |
Retention
Every record has a retention period, and it comes from legislation. A record destroyed early makes completed work unprovable; personal data kept indefinitely creates a legal problem of its own. The balance is struck by a written retention plan.
A system trail is evidence too
A signature on paper is not the only form: a system that records who created which record and when is evidence as well — to the extent it can be shown to be tamper-evident.
The weakest evidence
Records produced in bulk afterwards, all signed on the same day. It is the first thing noticed at an inspection, and it puts the credibility of the whole system — not one provision — in question.