Field notes · Jonathan Malchow Vega
When does a record become evidence?
An observation needs a source, context, and a bounded claim.
Last reviewed
Begin with the question
A log entry shows that an account opened a document at a particular time. Does that prove the person read it, understood it, or approved it? Those are separate claims. In this hypothetical example, the record supports an access event. The stronger claims would need more evidence.
Describe the origin
Record where the information came from, how it was produced, and whether it has been altered or exported. A screenshot may be useful, but it can omit the surrounding conversation. A spreadsheet may look precise while containing manually entered estimates. Its format does not settle its reliability.
Write down the limit
Use a sentence such as “This record shows an access event; it does not establish approval.” The qualification is part of the finding. It helps the next reader avoid turning a narrow observation into a broader conclusion.
A practical starting point
Choose one record and complete the trace notebook. Separate what you observed from what you inferred. Note what additional source would help answer the question. Preserve the source reference and restrict access appropriately before sharing the record.
Short answers
Does an access log prove someone read a document?
No. A log entry showing that an account opened a document supports an access event. Claims that the person read, understood, or approved it are separate claims and would need more evidence.
What should you record about where evidence came from?
Record where the information came from, how it was produced, and whether it has been altered or exported. A record’s format does not settle its reliability: a screenshot may omit the surrounding conversation, and a spreadsheet may look precise while containing manually entered estimates.
How do you state the limits of a record?
Write a sentence such as “This record shows an access event; it does not establish approval.” The qualification is part of the finding, and it helps the next reader avoid turning a narrow observation into a broader conclusion.
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Related in the DESCRIBED series: Turn one policy sentence into a working practice (Governance Simplified)