Read-me and index
State the organization, review period, scope, owners and any important limitations.
Submission reference
Make evidence easy
to follow.
A well-structured evidence set helps reviewers understand the story without searching through unrelated files. Start with a concise index and keep the review period consistent.
Suggested architecture
One index, four evidence folders
Learning activity
Logs, schedules, purpose notes and representative activity records.
Participation
Access information, aggregate attendance and explanations of material gaps.
Employee feedback
Method, response context, summarized themes and limitations.
Forward plan
Priorities, ownership, indicative timing and links to cycle evidence.
Record selection
Useful records by area
| Area | Core record | Helpful context |
|---|---|---|
| Activity | Dated learning log | Purpose or priority served |
| Participation | Aggregate participation record | Eligibility and access notes |
| Feedback | Theme summary | Method and response context |
| Forward plan | Current plan | Owner and evidence link |
Sample index
Give every item a stable reference
E00 Scope note and evidence index — version 1.2 — 18 October 2026
A03 Learning activity log — review period — owner: Learning lead
P02 Participation summary — aggregated by team — owner: People contact
F04 Employee feedback themes — identifiers removed — owner: Feedback lead
N01 Next-cycle plan — approved version — owner: Sponsor
Use the same references in the application narrative. If a file is replaced, update both its version and the index rather than creating ambiguous duplicates.
File discipline
Naming, dating and anonymization
Clear handling
- Use readable names with evidence reference and date.
- Separate current-cycle records from background material.
- Aggregate participation where names are unnecessary.
- Redact personal comments that could identify an employee.
Avoid
- Folders called “miscellaneous” or “final final”.
- Screenshots with no source or date.
- Raw exports containing unrelated personnel fields.
- Changing a source record without noting the change.
Quality control
Final internal review
ScopePeriod and population are consistent.
TraceabilityEvery claim points to a listed item.
PrivacyOnly necessary information is included.
CoherenceFeedback informs the forward plan.
OwnershipQuestions can be routed quickly.
Next step
Review the index before sending
A short quality check can prevent avoidable clarification and unnecessary sharing.