Find evidence and prove it has not changed

Steps

1. 1

   Search by name

   Open the Evidence Vault and type part of a file name in the search box. Type cctv. The list narrows to the files with that word in the name. You can also search by fingerprint or by record number.

   • Select Evidence Vault
   • Type Search by file name, original document, hash, or record ID...: cctv
2. 2

   Filter by source type

   Clear the search box. Open All Types beside it and choose Compliance Report. Only evidence of that kind is listed: the fire safety certificate.

   • Select Source Type
   • Choose Compliance Report
3. 3

   Filter by retention

   Set the type back to All Types. In the list on the left, select 10Y Corp. The number beside each line counts the records kept under that retention period. Then select All Policies to see everything again.

   • Select Source Type
   • Choose All Types
   • Select 10Y Corp1 (1)
   • Select All Policies4 (4)
4. 4

   Filter by date

   The two date boxes limit the list to evidence created between two days. Enter today's date in the first box. Clear it when you have finished.

   • Type From: 2026-10-20
5. 5

   Group the list by module

   Clear the date, then select Group by Module. The records are gathered under their source type with a count for each. Select the button again to return to the plain list.

   • Select Group by Module
6. 6

   Open a record

   Return to the plain list and select the photograph's name. The record opens on Overview: the source type, when it was created, Uploaded document, the original file name, the linked record, the retention and expiry, the file type, and who uploaded it, shown by name.

   • Select Group by Module
7. 7

   Select the Integrity tab

   Select Integrity. It shows the full SHA-256 fingerprint recorded when the file was uploaded.

   • Select Integrity

   

8. 8

   Select Verify Integrity

   Select Verify Integrity. The vault works out the fingerprint of the stored file again and compares the two. Integrity verified, hash matches, means the file is exactly what was uploaded. The time of the check is shown.

   • Select Verify Integrity
9. 9

   Download the audit certificate

   Under Audit Certificate, select Download. A text file is saved to your computer with the legal references, the proof of integrity and the handling history of this record. Give it to an auditor together with the file.

   • Select Download
10. 10

    Read the Custody tab

    Select Custody. Custody means the chain of handling. The upload is listed with the time and the name of the person who did it. Certificates, exports and downloads are added to this list as they happen. You will see them in the next lesson.

    • Select Custody2
11. 11

    Open a record the system created

    Close the record and select Approved DPIA, Loyalty app purchase history. This record was stored by the system when an assessment was approved. Its Overview shows a short content preview, the words Compliance snapshot, the linked record and the name of the person who approved.

    • Select Close
12. 12

    Attach the source document

    Select Documents. It says No source document attached. Select Attach and choose the signed approval memo from your computer. The memo is stored beside the snapshot, so an auditor can read the original.

    • Select Documents
    • Upload Attach: dpia-approval-memo-loyalty-app.pdf
13. 13

    Close the record

    Select Close. The notice above the list counted system snapshots without a source document. With the memo attached, that snapshot is complete.

    • Select Close