Skip to main content

Annex 07 — Documentation & Evidence Standards

07.1 Purpose​

This annex defines the standardized documentation and evidence requirements for all VILF-compliant labs, hubs, and the Network Coordination Unit (NCU).
It ensures documentation integrity, auditability, transparency, and interoperability across the innovation ecosystem.

07.2 Evidence Principles​

All evidence must be:

  • Complete — all IMM-P® stages must include required artifacts
  • Traceable — decisions, changes, and iterations must be recorded
  • Versioned — repository retains chronological history
  • Auditable — evidence must support MEL and accreditation
  • Accessible — clearly named, properly stored, searchable

07.3 Evidence Repository Structure​

Standard folder hierarchy:

/evidence /00-pre-discovery /01-discovery /02-validation /03-efficiency /04-scaling /05-continuous-improvement /governance /risks /prototypes /experiments /maturity /mel

07.4 Metadata Requirements​

Every file must include a metadata header:

  • Title
  • Author
  • Date
  • IMM-P® Stage
  • Version
  • Evidence Type
  • Related Decision Record(s)
  • Tags

07.5 Decision Record Format​

All decisions must be logged using the following fields:

  • Decision title
  • Context
  • Evidence used
  • Options considered
  • Final decision
  • Responsible person
  • Date
  • Escalation status
  • Link(s) to related evidence

07.6 Prototyping & Experimentation Logs​

Prototyping Log (Minimum Fields)​

  • Prototype version
  • Objective
  • Features tested
  • Feedback received
  • Iteration notes

Experiment Log (Minimum Fields)​

  • Hypothesis
  • Method
  • User group
  • Results
  • Interpretation
  • Next steps

07.7 Repository Hygiene Rules​

  • No duplicate files
  • No orphan evidence (all files must map to a stage)
  • No undocumented decisions
  • No “final_v2_final_really_final” filenames
  • Version numbering: v1, v1.1, v2, etc.
  • Annual evidence consolidation required

07.8 Licensing​

All repository structures and templates are released under CC BY-NC-ND 4.0.