> ## Documentation Index
> Fetch the complete documentation index at: https://docs.aigoframework.com/llms.txt
> Use this file to discover all available pages before exploring further.

# 16 AIGO AI Evidence Record Template v0.1

# AIGO — AI Governance Operating Framework

## AI Evidence Record Template

**Version:** 0.1
**Status:** Draft
**Working Name:** AIGO
**Full Name:** AI Governance Operating Framework
**Document Identifier:** `AIGO-TPL-016`
**Document Type:** AI Evidence Record Template
**Template Purpose:** Controlled Identification, Capture, Validation, Management, Retention, and Traceability of AI Governance Evidence

***

# 1. Template Purpose

This template provides the controlled structure for recording evidence used to demonstrate that AIGO governance requirements, processes, controls, decisions, assessments, and activities have been performed or satisfied.

Evidence may support:

* AI system registration;
* AI classification;
* risk assessment;
* risk treatment;
* risk acceptance;
* control assessment;
* approval;
* deployment;
* monitoring;
* incident management;
* change management;
* assurance;
* management review;
* continual improvement;
* retirement;
* regulatory or contractual requirements.

The evidence record establishes traceability between:

* evidence;
* AI system;
* lifecycle stage;
* requirement;
* risk;
* control;
* procedure;
* activity;
* decision;
* owner;
* date;
* source;
* validation;
* retention;
* related records.

This template does not replace the organization's approved AIGO evidence-management, document-control, records-management, or procedure requirements.

***

# 2. Evidence Management Instructions

Complete all applicable fields.

Where information is unavailable, record:

**Pending — \[reason]**

Where a field does not apply, record:

**Not Applicable — \[reason]**

Evidence identifiers should be unique and persistent.

Recommended identifiers include:

* Evidence ID;
* AI System ID;
* Governance Record ID;
* Risk ID;
* Control ID;
* Assessment ID;
* Approval ID;
* Incident ID;
* Change ID;
* Monitoring ID;
* Assurance ID;
* Improvement ID;
* Retirement ID.

The evidence record should reference the authoritative source artifact wherever possible rather than duplicating its content.

***

# 3. Evidence Record

## 3.1 Identification

**Evidence ID:**

**Evidence Record Version:**

**Evidence Title:**

**Evidence Type:**

**Evidence Status:**

* Draft
* Collected
* Submitted
* Under Validation
* Validated
* Accepted
* Rejected
* Superseded
* Archived
* Disposed

**Evidence Owner:**

**Evidence Custodian:**

**Evidence Reviewer:**

**Date Created:**

**Date Collected:**

**Date Submitted:**

**Last Updated:**

**Review Date:**

**Retention Until:**

***

# 4. Evidence Description

## 4.1 Evidence Summary

**Describe the evidence:**

## 4.2 Evidence Purpose

**What does this evidence demonstrate?**

## 4.3 Evidence Context

**Context in which the evidence was generated or collected:**

## 4.4 Evidence Period

**Evidence Start Date:**

**Evidence End Date:**

## 4.5 Evidence Scope

**Scope covered by the evidence:**

***

# 5. Source Information

## 5.1 Source Type

Select applicable:

* AI System
* Application
* Database
* Model
* Data Pipeline
* Monitoring System
* Governance Repository
* Risk Register
* Control Repository
* Procedure
* Approval Record
* Assessment
* Assurance Activity
* Incident System
* Change Management System
* Supplier
* External Source
* Meeting Record
* Interview
* Test Result
* Configuration Record
* Log
* Report
* Other

**Source Type:**

## 5.2 Source System

**Source System / Repository:**

## 5.3 Source Record

**Source Record ID:**

## 5.4 Source Owner

**Source Owner:**

## 5.5 Source Location

**Source Location / Reference:**

***

# 6. Evidence Characteristics

## 6.1 Evidence Nature

Select applicable:

* Documentary
* Electronic
* System-Generated
* Human-Generated
* Automated
* Manual
* Structured
* Unstructured
* Transactional
* Analytical
* Observational
* Test-Based
* Decision-Based

**Evidence Nature:**

## 6.2 Evidence Format

**Format:**

## 6.3 Evidence Size

**Size / Volume:**

## 6.4 Evidence Language

**Language:**

***

# 7. Evidence Relationship to AIGO

## 7.1 Governance Relationship

**Governance Requirement:**

**Governance Record ID:**

## 7.2 Lifecycle Relationship

**Lifecycle Stage:**

* Govern
* Identify
* Classify
* Assess
* Treat
* Approve
* Deploy
* Operate
* Monitor
* Assure
* Improve
* Change
* Continue
* Retire

**Applicable Lifecycle Stage:**

## 7.3 Procedure Relationship

**Procedure Name:**

**Procedure ID / Reference:**

## 7.4 Requirement Relationship

**Requirement / Criterion:**

**Requirement Source:**

***

# 8. AI System Relationship

## 8.1 AI System

**AI System ID:**

**System Name:**

**System Version:**

**AIGO Classification:**

**Current Lifecycle Stage:**

## 8.2 Component

**Specific System Component Related to Evidence:**

## 8.3 Environment

**Environment:**

* Development
* Test
* Staging
* Production
* Restricted Production
* Backup
* Disaster Recovery
* Other

**Applicable Environment:**

***

# 9. Risk Relationship

## 9.1 Risk

**Risk ID:**

**Risk Title:**

**Risk Level:**

## 9.2 Risk Relationship

**How the evidence supports risk identification, assessment, treatment, monitoring, or acceptance:**

## 9.3 Risk Assessment Reference

**Risk Assessment ID:**

***

# 10. Control Relationship

## 10.1 Control

**Control ID:**

**Control Name:**

**Control Objective:**

## 10.2 Control Activity

**Control Activity Demonstrated by Evidence:**

## 10.3 Control Assessment

**Control Assessment ID:**

**Assessment Period:**

***

# 11. Assessment Relationship

## 11.1 Assessment Type

Select applicable:

* Classification
* Risk Assessment
* Control Assessment
* Privacy
* Security
* Fairness / Impact
* Technical Validation
* Model Validation
* Monitoring Review
* Assurance
* Management Review
* Other

**Assessment Type:**

## 11.2 Assessment ID

**Assessment ID:**

## 11.3 Assessment Result

**Result Supported by Evidence:**

***

# 12. Decision Relationship

## 12.1 Decision Type

Select applicable:

* Classification Decision
* Risk Treatment Decision
* Risk Acceptance
* Approval
* Change Approval
* Incident Decision
* Recovery Decision
* Suspension
* Continuation
* Retirement
* Management Decision
* Other

**Decision Type:**

## 12.2 Decision Record

**Decision ID:**

**Decision Authority:**

## 12.3 Decision Support

**How the evidence supports the decision:**

***

# 13. Evidence Generation

## 13.1 Generated By

**Person / System / Process:**

## 13.2 Generating Role

**Role / Function:**

## 13.3 Generation Date

**Date / Time Generated:**

## 13.4 Generation Method

**Method:**

## 13.5 Automated Generation

**Automatically Generated:**

**Automation Mechanism:**

***

# 14. Evidence Collection

## 14.1 Collection Method

Select applicable:

* Direct Capture
* System Export
* Repository Retrieval
* Manual Upload
* API Extraction
* Screenshot
* Report Generation
* Log Export
* Interview Record
* Observation
* Other

**Collection Method:**

## 14.2 Collector

**Collected By:**

**Role:**

## 14.3 Collection Date

**Collection Date / Time:**

## 14.4 Collection Conditions

**Conditions / Limitations:**

***

# 15. Evidence Integrity

## 15.1 Integrity Requirements

Assess applicable requirements for:

* authenticity;
* integrity;
* completeness;
* traceability;
* protection against unauthorized modification.

**Requirements:**

## 15.2 Integrity Mechanism

Potential mechanisms include:

* hash;
* digital signature;
* immutable storage;
* access control;
* version control;
* audit trail;
* repository controls.

**Integrity Mechanism:**

## 15.3 Integrity Value

**Hash / Checksum / Signature Reference:**

## 15.4 Integrity Verification

**Verification Method:**

**Verification Result:**

**Verification Date:**

***

# 16. Evidence Authenticity

## 16.1 Authenticity Assessment

**Authenticity:**

* Confirmed
* Probable
* Unconfirmed
* Invalid
* Not Assessed

**Rationale:**

## 16.2 Authenticity Source

**Source Used for Verification:**

## 16.3 Authenticity Reviewer

**Reviewer:**

**Date:**

***

# 17. Evidence Completeness

## 17.1 Completeness Assessment

**Completeness:**

* Complete
* Substantially Complete
* Partially Complete
* Incomplete
* Not Assessed

**Rationale:**

## 17.2 Missing Elements

**Missing Elements:**

## 17.3 Completeness Impact

**Impact of Missing Elements:**

***

# 18. Evidence Relevance

## 18.1 Relevance Assessment

**Relevance:**

* Direct
* Strong
* Moderate
* Limited
* Not Relevant

**Rationale:**

## 18.2 Relevance to Requirement

**Requirement / Decision Supported:**

***

# 19. Evidence Accuracy

## 19.1 Accuracy Assessment

**Accuracy:**

* Confirmed
* Substantially Accurate
* Partially Accurate
* Uncertain
* Not Assessed

**Rationale:**

## 19.2 Accuracy Verification

**Verification Method:**

**Verification Result:**

***

# 20. Evidence Timeliness

## 20.1 Timeliness

**Timeliness:**

* Current
* Acceptable
* Outdated
* Historical but Relevant
* Unknown

**Rationale:**

## 20.2 Validity Period

**Valid From:**

**Valid Until:**

***

# 21. Evidence Quality Rating

## 21.1 Overall Evidence Quality

**Quality Rating:**

* Strong
* Adequate
* Moderate
* Weak
* Insufficient

**Rationale:**

## 21.2 Quality Dimensions

| Dimension    | Rating | Rationale |
| ------------ | ------ | --------- |
| Authenticity |        |           |
| Integrity    |        |           |
| Completeness |        |           |
| Relevance    |        |           |
| Accuracy     |        |           |
| Timeliness   |        |           |
| Traceability |        |           |

***

# 22. Evidence Review

## 22.1 Reviewer

**Evidence Reviewer:**

**Role:**

**Review Date:**

## 22.2 Review Result

**Review Result:**

* Accepted
* Accepted with Conditions
* Returned for Clarification
* Rejected
* Pending

**Rationale:**

## 22.3 Review Comments

**Comments:**

***

# 23. Evidence Validation

## 23.1 Validation Required

**Validation Required:**

## 23.2 Validation Method

**Method:**

* Source Verification
* Reperformance
* Cross-Check
* Independent Review
* Technical Validation
* Data Validation
* Other

**Selected Method:**

## 23.3 Validation Result

**Result:**

* Validated
* Partially Validated
* Not Validated
* Invalid

**Rationale:**

## 23.4 Validation Evidence

**Supporting Validation Evidence IDs:**

***

# 24. Evidence Exceptions

## 24.1 Exception

**Evidence Exception ID:**

**Exception Description:**

**Reason:**

**Risk:**

**Compensating Controls:**

**Owner:**

**Approval Authority:**

## 24.2 Exception Duration

**Start Date:**

**End Date:**

## 24.3 Exception Review

**Review Date:**

**Review Outcome:**

***

# 25. Evidence Gaps

## 25.1 Gap Identification

**Evidence Gap ID:**

**Missing Evidence:**

**Reason Missing:**

## 25.2 Risk Impact

**Risk Created by Evidence Gap:**

## 25.3 Remediation

**Required Remediation:**

**Owner:**

**Target Date:**

***

# 26. Evidence Use

## 26.1 Used For

Select applicable:

* Governance
* Risk Assessment
* Risk Treatment
* Risk Acceptance
* Classification
* Control Assessment
* Approval
* Monitoring
* Incident Investigation
* Change Management
* Assurance
* Management Review
* Continuous Improvement
* Retirement
* Regulatory / Contractual Evidence
* Other

**Applicable Uses:**

## 26.2 Use Restrictions

**Restrictions on Use:**

***

# 27. Evidence Disclosure and Access

## 27.1 Access Classification

**Access Classification:**

* Public
* Internal
* Confidential
* Restricted
* Highly Restricted

## 27.2 Authorized Users

**Authorized Roles / Users:**

## 27.3 Access Controls

**Access Controls:**

## 27.4 Disclosure Restrictions

**Disclosure Restrictions:**

## 27.5 External Disclosure

**External Disclosure Permitted:**

**Conditions:**

***

# 28. Sensitive Information

## 28.1 Sensitive Information Present

**Sensitive Information Present:**

## 28.2 Categories

Potential categories include:

* Personal Data
* Sensitive Personal Data
* Confidential Business Information
* Security Information
* Credentials
* Proprietary Information
* Regulated Information
* Other

**Applicable Categories:**

## 28.3 Protection Requirements

**Protection Requirements:**

***

# 29. Evidence Retention

## 29.1 Retention Requirement

**Retention Requirement:**

**Retention Period:**

## 29.2 Retention Start Date

**Retention Start:**

## 29.3 Retention Owner

**Retention Owner:**

## 29.4 Retention Repository

**Repository:**

## 29.5 Legal / Regulatory Hold

**Legal / Regulatory Hold Applicable:**

**Hold Reference:**

***

# 30. Evidence Disposition

## 30.1 Disposition Status

**Disposition Status:**

* Active
* Archived
* Pending Disposition
* Disposed
* Destroyed
* Transferred
* Superseded

## 30.2 Disposition Method

**Method:**

* Secure Deletion
* Secure Destruction
* Archive
* Transfer
* Anonymization
* Other

## 30.3 Disposition Authority

**Authority:**

## 30.4 Disposition Date

**Date:**

## 30.5 Disposition Evidence

**Evidence ID:**

***

# 31. Superseded Evidence

## 31.1 Supersession Status

**Superseded:**

## 31.2 Replacement Evidence

**Replacement Evidence ID:**

## 31.3 Supersession Reason

**Reason:**

## 31.4 Historical Retention

**Historical Record Retained:**

***

# 32. Evidence Versioning

| Version | Date | Change                  | Changed By | Reviewer | Approval |
| ------- | ---- | ----------------------- | ---------- | -------- | -------- |
| 0.1     |      | Initial evidence record |            |          |          |
|         |      |                         |            |          |          |

***

# 33. Evidence Traceability

The evidence record should maintain links to the AIGO records it supports.

| AIGO Record            | Identifier |
| ---------------------- | ---------- |
| Governance Record      |            |
| AI System Registration |            |
| AI System Profile      |            |
| Classification Record  |            |
| Risk Assessment        |            |
| Risk Acceptance        |            |
| Control Assessment     |            |
| Approval Record        |            |
| Monitoring Record      |            |
| Incident Record        |            |
| Change Record          |            |
| Assurance Record       |            |
| Management Review      |            |
| Improvement Record     |            |
| Retirement Record      |            |

***

# 34. Evidence Traceability Model

```text theme={null}
AI System
   ↓
Lifecycle Stage
   ↓
Requirement
   ↓
Risk
   ↓
Control
   ↓
Procedure
   ↓
Activity
   ↓
Evidence
   ↓
Validation
   ↓
Assessment
   ↓
Decision
   ↓
Assurance
```

***

# 35. Evidence Chain of Custody

## 35.1 Chain-of-Custody Requirement

**Chain of Custody Required:**

## 35.2 Custody Record

| Event       | Date / Time | Custodian | Action | Location | Integrity Check |
| ----------- | ----------- | --------- | ------ | -------- | --------------- |
| Created     |             |           |        |          |                 |
| Collected   |             |           |        |          |                 |
| Transferred |             |           |        |          |                 |
| Reviewed    |             |           |        |          |                 |
| Archived    |             |           |        |          |                 |
| Disposed    |             |           |        |          |                 |

***

# 36. Evidence Repository

## 36.1 Primary Repository

**Repository:**

**Repository Owner:**

## 36.2 Backup Repository

**Backup Repository:**

## 36.3 Repository Controls

**Controls:**

* access control;
* authentication;
* authorization;
* audit logging;
* version control;
* backup;
* integrity protection;
* retention controls.

**Applicable Controls:**

***

# 37. Evidence Reliability

## 37.1 Reliability Assessment

**Reliability:**

* High
* Moderate
* Low
* Unknown

**Rationale:**

## 37.2 Reliability Factors

Consider:

* source reliability;
* generation process;
* automation;
* human involvement;
* system integrity;
* validation;
* historical consistency.

**Assessment:**

***

# 38. Evidence for Control Assessment

## 38.1 Control

**Control ID:**

**Control Name:**

## 38.2 Evidence Demonstration

**What control activity does the evidence demonstrate?**

## 38.3 Assessment Result

**Control Assessment Result:**

## 38.4 Assessment Reference

**Control Assessment ID:**

***

# 39. Evidence for Risk Assessment

## 39.1 Risk

**Risk ID:**

**Risk Name:**

## 39.2 Evidence Contribution

**How the evidence supports risk assessment:**

## 39.3 Risk Assessment Reference

**Risk Assessment ID:**

***

# 40. Evidence for Approval

## 40.1 Approval

**Approval ID:**

**Approval Authority:**

## 40.2 Decision Support

**How the evidence supported the approval decision:**

***

# 41. Evidence for Incident Management

## 41.1 Incident

**Incident ID:**

**Incident Severity:**

## 41.2 Incident Evidence

**Role of Evidence in Investigation:**

## 41.3 Investigation Reference

**Investigation ID:**

***

# 42. Evidence for Change Management

## 42.1 Change

**Change ID:**

**Change Description:**

## 42.2 Change Evidence

**Role of Evidence in Change Decision / Validation:**

## 42.3 Test Reference

**Test ID:**

***

# 43. Evidence for Assurance

## 43.1 Assurance

**Assurance ID:**

**Assurance Scope:**

## 43.2 Evidence Used

**How evidence was used in assurance:**

## 43.3 Assurance Conclusion

**Result Supported by Evidence:**

***

# 44. Evidence for Management Review

## 44.1 Management Review

**Management Review ID:**

## 44.2 Review Input

**How the evidence contributed to management review:**

## 44.3 Management Decision

**Decision Supported:**

***

# 45. Evidence for Continuous Improvement

## 45.1 Improvement

**Improvement ID:**

## 45.2 Evidence Contribution

**How evidence identified or verified improvement:**

## 45.3 Effectiveness

**Improvement Effectiveness Evidence:**

***

# 46. Evidence for Retirement

## 46.1 Retirement

**Retirement ID:**

## 46.2 Retirement Evidence

**Role of Evidence in retirement:**

## 46.3 Closure

**Closure Decision Supported:**

***

# 47. Evidence Quality Review

Before final acceptance, assess:

* [ ] Evidence source identified
* [ ] Evidence purpose defined
* [ ] AI System identified
* [ ] Lifecycle relationship established
* [ ] Requirement identified
* [ ] Risk relationship identified where applicable
* [ ] Control relationship identified where applicable
* [ ] Assessment relationship identified where applicable
* [ ] Decision relationship identified where applicable
* [ ] Evidence source verified
* [ ] Authenticity assessed
* [ ] Integrity assessed
* [ ] Completeness assessed
* [ ] Relevance assessed
* [ ] Accuracy assessed
* [ ] Timeliness assessed
* [ ] Traceability established
* [ ] Access controls established
* [ ] Retention requirements established
* [ ] Sensitive information assessed
* [ ] Evidence gaps recorded
* [ ] Exceptions recorded
* [ ] Validation completed where required
* [ ] Disposition requirements established

***

# 48. Evidence Approval

## 48.1 Prepared By

**Name:**

**Role:**

**Date:**

## 48.2 Reviewed By

**Name:**

**Role:**

**Date:**

## 48.3 Approved / Accepted By

**Name:**

**Role:**

**Date:**

## 48.4 Evidence Decision

**Decision:**

* Accepted
* Accepted with Conditions
* Returned for Clarification
* Rejected
* Pending Validation

**Conditions:**

***

# 49. Evidence Review Schedule

## 49.1 Periodic Review

**Review Frequency:**

**Next Review Date:**

**Review Owner:**

## 49.2 Triggered Review

Evidence should be reviewed or revalidated when:

* source systems change;
* the evidence becomes outdated;
* a material incident occurs;
* related controls change;
* related risk changes;
* an assurance activity requires revalidation;
* legal or regulatory requirements change;
* evidence integrity is questioned;
* the evidence is superseded.

**Additional Triggers:**

***

# 50. Evidence Change History

| Version | Date | Change                  | Changed By | Reviewer | Approval |
| ------- | ---- | ----------------------- | ---------- | -------- | -------- |
| 0.1     |      | Initial evidence record |            |          |          |
|         |      |                         |            |          |          |

***

# 51. Evidence Completion Checklist

* [ ] Evidence ID assigned
* [ ] Evidence title recorded
* [ ] Evidence purpose documented
* [ ] Source identified
* [ ] Source owner identified
* [ ] Source location recorded
* [ ] AI System relationship established
* [ ] Lifecycle relationship established
* [ ] Governance requirement identified
* [ ] Risk relationship established where applicable
* [ ] Control relationship established where applicable
* [ ] Assessment relationship established where applicable
* [ ] Decision relationship established where applicable
* [ ] Evidence generation method recorded
* [ ] Collection method recorded
* [ ] Collection date recorded
* [ ] Integrity assessed
* [ ] Authenticity assessed
* [ ] Completeness assessed
* [ ] Relevance assessed
* [ ] Accuracy assessed
* [ ] Timeliness assessed
* [ ] Evidence quality rated
* [ ] Evidence reviewed
* [ ] Evidence validated where required
* [ ] Exceptions recorded where applicable
* [ ] Evidence gaps recorded
* [ ] Access classification assigned
* [ ] Sensitive information assessed
* [ ] Retention requirement established
* [ ] Disposition requirement established
* [ ] Chain of custody established where required
* [ ] Related AIGO records linked
* [ ] Evidence accepted or rejected
* [ ] Review date established

***

# 52. Template Usage Instructions

This template should be completed according to the organization's approved AIGO evidence, records, and document-control requirements.

Evidence should be:

* attributable;
* authentic;
* reliable;
* complete;
* relevant;
* accurate;
* timely;
* protected against unauthorized modification;
* traceable to the activity or decision it supports.

Evidence should be sufficient to demonstrate what occurred, who performed the activity, when it occurred, what result was obtained, and what decision or conclusion followed where applicable.

A record describing an activity is not necessarily evidence that the activity actually occurred.

Where system-generated evidence is available and reliable, it should be retained in accordance with applicable organizational requirements.

Where evidence is incomplete or unavailable, the organization should document the limitation and evaluate its effect on:

* risk assessment;
* control assessment;
* approval;
* assurance;
* management review;
* regulatory or contractual obligations.

Sensitive evidence should be handled according to applicable security, privacy, confidentiality, and records-management requirements.

Evidence should remain traceable throughout its retention period.

***

# 53. Template Governance

## 53.1 Template Owner

**Template Owner:**

## 53.2 Template Review

**Review Frequency:**

**Next Review Date:**

## 53.3 Template Change Control

Changes to this template should be managed through the applicable AIGO document and change-management process.

Material changes should consider their effect on:

* evidence requirements;
* AI Governance Procedure;
* AI System Registration;
* AI System Profile;
* Risk Assessment;
* Control Assessment;
* Approval;
* Monitoring;
* Incident Management;
* Change Management;
* Assurance;
* Risk Acceptance;
* Management Review;
* Continuous Improvement;
* Retirement;
* schemas;
* mappings;
* tools.

***

# 54. Document Control

| Field               | Value                              |
| ------------------- | ---------------------------------- |
| Document            | AIGO — AI Evidence Record Template |
| Version             | 0.1                                |
| Status              | Draft                              |
| Document Identifier | `AIGO-TPL-016`                     |
| Document Type       | AI Evidence Record Template        |
| Template Owner      |                                    |
| Approved By         |                                    |
| Approval Date       |                                    |
| Effective Date      |                                    |
| Next Review Date    |                                    |

***

# 55. Template Status

**Document:** AIGO — AI Evidence Record Template

**Version:** 0.1

**Status:** Draft

**Working Name:** AIGO

**Full Name:** AI Governance Operating Framework

**Document Identifier:** `AIGO-TPL-016`

**Document Type:** AI Evidence Record Template

This template provides the controlled structure for identifying, capturing, validating, protecting, retaining, reviewing, using, and disposing of evidence supporting the AIGO AI Governance Operating Framework.

***

# 56. End of Template

**AIGO — AI Evidence Record Template**

**Document ID:** `AIGO-TPL-016`

**Version:** 0.1

**Status:** Draft

**End of Template**