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Free checklist · PDF

The Engagement Evidence Pack
Ready before anyone asks.

A printable checklist of what the regulator, the community or council, and a court or tribunal will ask you to prove, with the routines that keep the pack ready all the time.

  • A4 · 4 pages
  • Print or fill in
  • No sign-up

What’s inside

One record, shaped for three audiences

Every audience asks the same thing: what did you say, what did you promise, and what did you do? The checklist starts with the records that answer it, then shows what each audience expects to see.

  1. 01

    Core components

    The seven records every pack rests on, from the conditions-to-evidence matrix to the retention and provenance statement.

  2. 02

    The regulator or auditor

    Condition-by-condition status and evidence, notifications, approved plans, non-compliance records and previous audit findings.

  3. 03

    The community or council

    What was heard and what changed, outcome measures by area, a public view of commitments and benefit-sharing acquittal.

  4. 04

    A court or tribunal

    Property-level histories, original records, commitment trails, proof of service and the audit trail. Plus: preserve, don’t tidy.

  5. 05

    Is the evidence credible?

    Eight tests: contemporaneous, attributable, complete, linked, visibly altered, retrievable, privacy-respecting, AI-assisted content marked.

  6. 06

    Keep it ready

    Six routines with owner and cadence fields, and a rehearsal log for producing a condition’s or a property’s evidence on demand.

Download

Print it. Tick it. Rehearse it.

Each item is a checkbox with a short note. Work through it with the people who own each register, then pick a condition or a property at random and time how long its evidence takes to produce.

Download the checklistPDF · 570 KB
Format
A4 PDF, 4 pages, 570 KB. Print it, or fill in the owner and cadence fields as you go.
Sections
Core components, then the regulator, the community or council, and a court or tribunal, then a credibility test and keep-it-ready routines.
Cost
Free. A direct download: no email address or sign-up.
Scope
General information, not legal advice. Your approval conditions, contracts and the law that applies to you set the actual requirements.

Use it with VivoAI

Make the pack an export, not a reconstruction

VivoAI keeps every conversation, commitment and approval condition on record and linked, so each condition already has its evidence attached and an evidence pack can be exported when someone asks. An audit trail records who created, changed or linked each record.

Without a connected record
The pack is assembled after the request arrives, from spreadsheets, inboxes and memory, and the gaps are found by the person asking.
With VivoAI
Conditions, commitments and complaints carry their evidence as they are recorded, so the checklist becomes a check of records that already exist.

Next step

Have the pack ready before anyone asks

See conditions, commitments and complaints with their evidence linked, on one or two projects, alongside the system you already use.