Evidence collection
Gather and organize evidence for compliance and audits.
Overview
Evidence collection is the practice of gathering and organizing documentation that proves your AI governance activities are actually happening. Good governance is not just about having policies — it is about demonstrating that those policies are being followed through tangible artifacts like test results, approval records, audit logs, and compliance assessments.
When auditors, regulators, or internal stakeholders ask how you govern AI, evidence is what transforms your answer from "we have a process" to "here is the documented proof." Without organized evidence, even well-governed AI programs struggle to demonstrate their practices, creating unnecessary compliance risk and audit friction.
Why collect evidence?
- Audit readiness: Respond quickly and confidently to audit requests with organized documentation
- Regulatory compliance: Satisfy documentation requirements from EU AI Act, ISO 42001, and other frameworks
- Accountability: Create clear records of who approved what, when, and why
- Institutional memory: Preserve knowledge about how decisions were made as teams change over time
- Continuous improvement: Evidence of past practices helps identify what is working and what needs improvement
The evidence hub
The Evidence Hub is your central repository for all governance documentation. Access it from the sidebar or through linked records in your model inventory. The hub provides:
- Searchable storage for all evidence files
- Categorization by evidence type
- Linking between evidence and AI models
- Expiry tracking for time-sensitive documents
- Upload history and metadata
Adding evidence
To add new evidence to the hub, click Add evidence and provide:
- Evidence name: — A descriptive name for easy identification
- Evidence type: — Category of documentation (see types below)
- Description: — Optional details about the evidence content
- Files: — Upload one or more supporting documents
- Linked models: — Associate with relevant AI models in your inventory
- Expiry date: — Optional date when the evidence needs renewal
Evidence types
Categorize your evidence to make it easier to locate during audits:
Technical documentation
Model cards, architecture diagrams, API specifications, and system documentation.
Risk assessments
Risk analysis reports, impact assessments, and mitigation plans.
Testing and validation
Test results, performance benchmarks, bias evaluations, and validation reports.
Policies and procedures
AI governance policies, operating procedures, and guidelines.
Data documentation
Data processing agreements, data sheets, and provenance records.
Contracts and agreements
Vendor contracts, SLAs, and data processing agreements.
Linking evidence to models
Evidence can be linked to one or more AI models in your inventory. This creates a traceable connection between your documentation and the systems it relates to. When auditors review a specific model, all associated evidence is readily accessible.
To link evidence to models, use the Mapped models field when creating or editing evidence. You can also add evidence links directly from the model inventory view.
File management
VerifyWise supports various file formats for evidence documentation. Each uploaded file tracks:
- Original filename and file type
- File size
- Who uploaded the file
- Upload date and time
Expiry tracking
Some evidence has a limited validity period. Examples include:
- Annual security assessments
- Vendor certifications
- Periodic risk reviews
- Training completion records
Set an expiry date on time-sensitive evidence to receive reminders when renewal is needed.
Compliance mapping
Evidence in VerifyWise can be organized by the compliance requirement it supports. This helps you quickly identify:
- Which requirements have supporting evidence
- Gaps where documentation is missing
- Evidence that supports multiple requirements
- Documents that need updating
Preparing for audits
When preparing for a compliance audit, use the Evidence Hub to:
- Review all evidence linked to the systems in scope
- Check expiry dates and renew outdated documents
- Verify that all required evidence types are present
- Export evidence packages for auditor review
Assessment evidence
Beyond the Evidence Hub, VerifyWise allows you to attach evidence directly to compliance assessments. This creates a clear link between specific assessment questions and the documentation that demonstrates compliance.
Evidence attached to assessments is organized by:
- Assessment tracker groups
- Compliance tracker groups
- Management system clauses
- Reference controls