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    Evidence & Documentation
    5 min readUpdated 2025-01-26

    Evidence Vault Overview

    Learn how to organize, manage, and maintain audit-ready compliance evidence in Klarvo.

    Evidence Vault Overview

    The Evidence Vault is Klarvo's secure repository for all compliance documentation, organized for rapid audit response.

    What is the Evidence Vault?

    The Evidence Vault stores, organizes, and manages all compliance evidence including:

  1. Vendor documentation (DPAs, security docs, model cards)
  2. Internal policies (AI acceptable use, oversight procedures)
  3. Training materials (courses, completion logs)
  4. Risk assessments (FRIA, DPIA, internal reviews)
  5. Monitoring reports (performance data, bias tests)
  6. Incident documentation (logs, postmortems)
  7. Transparency notices (screenshots, disclosure copy)

    8. Evidence Organization

    Evidence can be attached to:

    EntityPurpose
    AI SystemSystem-specific documentation
    ControlProof of control implementation
    VendorVendor due diligence records
    PolicySupporting materials
    TaskTask completion evidence
    IncidentIncident investigation records

    Evidence Metadata

    Every evidence file includes:

  8. Name & Description: What this document proves
  9. Evidence Type: Policy, screenshot, report, attestation, etc.
  10. Uploaded By/Date: Who added it and when
  11. Status: Draft, Pending Approval, Approved
  12. Expiration Date: When evidence needs refresh
  13. Confidentiality: Internal only vs. shareable
  14. Tags: Custom labels for filtering

    15. Status Workflow

    Evidence progresses through these states:

    Draft → Pending Approval → Approved

                               ↓
    

                          (if rejected)
    

                             Draft

    Evidence Expiration

    Many compliance documents have limited validity:

  15. Vendor security certifications: Annual renewal
  16. Training completions: Annual refresh
  17. Risk assessments: Review triggers
  18. Policies: Version control

    19. Klarvo automatically:

  19. Tracks expiration dates
  20. Sends renewal reminders
  21. Creates refresh tasks
  22. Flags expired evidence

    23. Search & Filtering

    Find evidence quickly using:

  23. Full-text search: Document names, descriptions
  24. Type filters: Policies, screenshots, reports
  25. Status filters: Draft, approved, expired
  26. Entity filters: By AI system, vendor, control
  27. Date filters: Upload date, expiration

    28. Security & Access

    The Evidence Vault includes:

  28. Role-based access: View, upload, approve
  29. Audit trail: All actions logged
  30. Version history: Previous versions preserved
  31. Encryption: At-rest and in-transit
  32. Retention controls: Configurable policies

    33. Best Practices

    📁 Organize by entity: Link evidence to the system/control it supports
    📅 Set expiration dates: Never forget renewal
    ✅ Require approval: For audit-critical documents
    🏷️ Use tags consistently: Create organizational taxonomy
    🔄 Regular review: Quarterly evidence hygiene