Evidence Management

Evidence Management

Evidence management is the process of identifying, tracking, and collecting artifacts that prove your controls are implemented and operating effectively. The platform provides four integrated sections for this workflow.

Overview

Section	Purpose	Access
Evidence Scoping	Select and configure evidence tracking	Checkbox icon
Evidence Reporting	View reports by team or frequency	Chart icon
Tasks	Manage evidence collection tasks	Tasks icon
Systems Registry	Register systems that collect evidence	Monitor icon

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Evidence Scoping

Evidence Scoping is where you track which evidence items your organization will collect. Access it by clicking the Checkbox icon in the sidebar.

Prerequisites

You must have scoped controls with audit artifacts before using Evidence Scoping. If you see “No Controls Selected”, go to Control Scoping first.

Interface Overview

Header Stats

• Tracked — Number of evidence items actively being collected
• Evidence — Total unique evidence items across scoped controls
• Progress bar — Visual indicator of tracking coverage

View Mode Toggle

Switch between two perspectives:

View	Shows
Control	Evidence items grouped by control
Evidence	Unique evidence items across all controls

Tracking Evidence

For each evidence item, you can configure:

Field	Description
Is Tracked	Toggle to indicate active evidence collection
Collecting System	System responsible for collecting this evidence
Method of Collection	How evidence is gathered (API, manual, etc.)
Frequency	How often evidence is collected
Owner	Team responsible for this evidence
Notes	Additional tracking information

Collection Interfaces

The platform displays available collection interfaces for each evidence item:

• High automation (⚡) — Fully automated via API
• Medium automation (⚙️) — Partial automation available
• Low automation (📋) — Primarily manual collection

When AI suggestions are available, the platform recommends systems from your registry that can collect the evidence.

Assignments and Comments

Like Control Scoping, evidence items support:

• Assignments — Assign team members to manage evidence
• Comments — Discuss collection approaches and issues
• Tasks — Create collection tasks directly from evidence items

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Evidence Reporting

Evidence Reporting provides aggregate views of your evidence collection program. Access it by clicking the Chart icon in the sidebar.

Stats Overview

The header displays:

• Total Evidence — All unique evidence items
• Tracked — Evidence items with active tracking
• Not Tracked — Evidence gaps to address

Grouping Options

View evidence grouped by:

Group By	Purpose
Owner Team	See workload distribution across teams
Collection Frequency	Plan collection activities by schedule

Report Contents

Each group shows:

• Group name (team or frequency)
• Tracked vs. total count with percentage
• Progress bar for visual tracking
• List of evidence items in that group

Filtering

• Show only tracked evidence — Filter to see just active evidence

Use the team view to identify which teams have the most evidence responsibilities and ensure balanced workloads.

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Tasks

The Tasks section helps you manage evidence collection activities. Access it by clicking the Tasks icon in the sidebar.

Task Views

View	Shows
My Tasks	Tasks assigned to you
All Tasks	All organization tasks

Task Types

Type	Purpose
Feasibility	Assess if evidence can be collected as planned
Setup	Configure systems for evidence collection
Collection	Perform evidence collection activity
Review	Review collected evidence for completeness
Documentation	Document collection procedures
Issue	Address problems with evidence collection

Task Properties

Each task displays:

• Title — Description of the work
• Evidence ID — Link to related evidence item
• Priority — Low, Medium, High, or Critical
• Due Date — Target completion date
• Status — Not Started, In Progress, or Completed
• Assigned To — Responsible team member

Task Status Colors

Status	Color
Not Started	Blue
In Progress	Orange
Completed	Green

Working with Tasks

Update a task:

1. Click Edit on the task card
2. Change the status
3. Add completion notes if applicable
4. Click Save

Navigate to evidence: Click the evidence ID link to jump directly to that evidence item in Evidence Scoping.

Task Stats

The header shows:

• Total tasks
• Tasks by status (not started, in progress, completed)
• Overdue count

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Systems Registry

The Systems Registry manages the systems that provide evidence for your compliance program. Access it by clicking the Monitor icon in the sidebar.

Why Register Systems?

Registered systems can be:

• Selected as “Collecting System” in Evidence Scoping
• Matched to collection interfaces for automation suggestions
• Tracked for capability coverage

System Types

Type	Examples
Cloud Provider	AWS, Azure, GCP
Identity Provider	Okta, Azure AD, OneLogin
Ticketing	Jira, ServiceNow, Zendesk
Logging	Splunk, Datadog, ELK
Security Tool	CrowdStrike, Qualys, Tenable
Code Repository	GitHub, GitLab, Bitbucket
Document Management	SharePoint, Confluence, Notion
Custom	Organization-specific systems

System Status

Status	Meaning
Active	System is operational and available
Inactive	System is not currently in use
Deprecated	System is being phased out

Adding a System

1. Click + Add System in the header
2. Complete the form:
   • Name — System display name
   • Vendor — System provider
   • Type — Category from the list above
   • Description — Purpose and capabilities
   • Status — Current operational state
3. Click Save

System-Evidence Matching

When you register systems, the platform:

1. Identifies compatible collection interfaces based on system type
2. Suggests these systems when configuring evidence tracking
3. Helps you understand automation potential

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Evidence Collection Workflow

Here’s the recommended workflow for managing evidence:

1. Scope Your Controls

Before tracking evidence, ensure you’ve selected controls in Control Scoping. Only evidence from scoped controls appears in Evidence Scoping.

2. Register Your Systems

Add your organization’s systems to the Systems Registry. This enables:

• Evidence-to-system matching
• Automation suggestions
• Capability tracking

3. Configure Evidence Tracking

In Evidence Scoping:

1. Switch to Evidence view for efficient bulk configuration
2. For each evidence item:
   • Enable Is Tracked toggle
   • Select Collecting System
   • Set Method of Collection
   • Choose Frequency
   • Assign Owner

4. Create Collection Tasks

For evidence requiring manual collection:

1. Navigate to the evidence item
2. Create tasks for collection activities
3. Assign team members
4. Set due dates aligned with frequency

5. Monitor Progress

Use these views for oversight:

• Dashboard — Overall evidence tracking percentage
• Evidence Reporting — Team workloads and gaps
• Tasks — Upcoming and overdue activities

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Best Practices

Evidence Scoping

1. Start with high-automation evidence — Configure evidence with API collection first
2. Group by team — Assign evidence to appropriate owner teams
3. Document collection methods — Be specific about how evidence is gathered
4. Link to systems — Always specify the collecting system

Task Management

1. Use appropriate task types — Match task type to the actual work
2. Set realistic due dates — Align with collection frequencies
3. Complete tasks promptly — Update status as work progresses
4. Add completion notes — Document what was done for audit trail

Systems Registry

1. Keep systems current — Update status when systems change
2. Use accurate types — Enable proper capability matching
3. Include all relevant systems — Don’t miss evidence sources

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Related Guides

• Control Management — Scope controls that drive evidence requirements
• Dashboard Overview — View evidence tracking metrics
• Framework Management — Understand control-to-framework mappings