Keep the evidence that explains a renewal decision.

Use the organisation's actual requirements

Begin with the requirements the body has adopted for the relevant grade and renewal date. CPD, indemnity cover, declarations and payment are possible requirements, not a universal checklist for every organisation.

Specify the rule version, the period being assessed, accepted units and the roles permitted to approve an exception. If CPD is audited separately from renewal, represent that distinction. Do not turn a reporting field into a renewal blocker simply because it exists in an export.

Keep facts, references and review states distinct

For each requirement, record the asserted fact, where it came from, the period it covers and when it was recorded. “Insurance checked” does not explain which coverage period was checked or who supplied the information.

• Missing: no acceptable evidence has been provided for this requirement.
• Expired or out of period: evidence exists, but does not cover the required date or window.
• Awaiting review: information has arrived and still needs an authorised check.
• Met: the accepted facts satisfy the configured requirement.
• Exception: an authorised, explained decision applies under the organisation's rules.

These distinctions give the next person a concrete action. A stored file or source reference should not automatically be treated as verified evidence.

Record both when it applies and when it was known

The date a fact becomes effective can differ from the date it is entered. Keep both where the workflow needs them. An insurance policy might cover 1 January onward while its confirmation arrives on 4 January.

When reviewing a decision made on 2 January, show the evidence available at that decision's cutoff. Later confirmation may support a new assessment; it should not make the earlier assessment appear to have seen information that had not yet arrived.

Preserve a useful decision record

A completed assessment should bring these elements together:

• The source identity and membership reference used at the time, including the relevant branch and grade.
• The effective date, assessment cutoff and rule version.
• The facts and evidence references used for each requirement, with their relevant dates and sources.
• Any exception, the authority for it, the reason and the reviewer.
• The result, recording time and link to the approval or issued renewal where applicable.

Preserving the source identity matters when an upstream system later renumbers or merges records. A historical record should still explain which case was reviewed.

Keep this information only under the agreed access and retention arrangements. A snapshot containing names or membership details remains personal information. An export should not become an unmanaged permanent copy simply because it is useful.

What you can inspect in VeritableRoll

VeritableRoll's assessment history preserves source identity, versioned requirements, facts, references and exceptions used in each assessment. The fictional demo lets you add sample evidence, record an explained exception, compare the result with the initial assessment and export a decision record.

This is assessment history, not a reconstruction of every change to the entire register. Source references are not uploaded evidence documents, and software does not decide whether a professional exception is permissible.

Open Alex's assessment and compare the initial and updated outcomes. Use the branch approval guide to plan how the real decision reaches an authorised reviewer.