What this means for your practice
Organise evidence around a defined task or requirement and keep its context. A filename alone rarely explains when a screenshot was taken or what it demonstrates.
An example to discuss with your team
Replace an attachment; retain enough history to explain which evidence was reviewed.
What to ask before you choose
Ask to follow an attachment from upload to review. Could a colleague explain its date, scope and purpose? Replace it and check which version was accepted. The responsible lead should decide access and retention; a descriptive filename alone will not resolve those decisions.
Add the context a future reviewer needs
For each item, explain the question it supports, when it was created and what part of the practice or system it relates to. A screenshot of a setting may need a short description of what was being checked; a document may need its version and the reason it was selected. Keep that explanation close to the file.
Ask a colleague who was not involved in collecting the material to follow one example. Can they tell why it is relevant and whether it covers the task under review? If not, improve the description before adding more attachments. When evidence is replaced, distinguish the new item from the one a reviewer previously accepted. Do not imply that an old decision automatically applies to a changed file. Have the responsible lead decide who can access the material and how long it should be kept. The library should make authorised review easier without becoming an indiscriminate collection of screenshots and records.
How to check the result
Review evidence that does not explain what it covers or which task it supports, and ask its owner to add the missing context.
Turn reading into a next step
Your action checklist
Work through these checks with your team or supplier. Tick the ones you have resolved and leave unknowns open.
Record what you know, what is still missing and the answer you need from your team or supplier.
Use project decisions only, without personal, patient or confidential details. Entries stay in this page and are not submitted to Kay & Co. Copy or download before leaving; this page does not save your notes.
Further reading
These sources provide background for the topic. The practice examples and checklist are illustrative planning suggestions from Kay & Co.
Related guides
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