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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.