Building an evidence library that survives turnover
When the person who “knows where the screenshots live” leaves, diligence stalls. Structure the library so ownership and refresh dates outlast any single employee.
Evidence libraries fail for social reasons more than technical ones. Files accumulate in personal drives, naming conventions multiply, and redaction rules live in someone’s head. A usable library needs a thin control statement, a linked artifact, an owner, and a refresh date—nothing more on day one.
Prefer system-generated exports over curated screenshots when possible. Ticket reports, access reviews, and change logs age better than staged console photos. Where screenshots are unavoidable, capture the context (URL path, timestamp, role) in the filename so reviewers can re-verify later.
Separate customer-ready packs from raw working papers. Sales should never browse unrestricted production exports. Redaction guidance belongs next to the folder, not in a forgotten wiki page.
Test the library with a cold reader: someone who did not collect the artifacts. If they cannot assemble a coherent response to a standard bank questionnaire in half a day, the structure is not ready.