Free downloads · Free sample · for compliance leads and directors
What a file that survives an audit looks like
After an audit, a gate check or an accident only one question counts: can you show it was managed? This is the answer in file form — an anonymised three-page sample evidence pack, exactly as Certly exports it in one click.
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What's in the pack
- The cover page — organisation, reference date and the status count at a glance: 39 valid, 2 due soon, 1 action needed, 1 expired.
- The training matrix — eight (fictitious) workers against their certificates, every cell with an expiry date and status colour — in the real export every cell links through to the evidence.
- The document detail — one certificate singled out with its reminder log: sent at 90, 60 and 30 days — the proof that dates are being monitored, not just stored.
Storing isn't the same as monitoring
A folder full of valid certificates says something about today. The reminder log says something about your system: that an expiry date cannot pass unnoticed here. To an auditor — and after an accident to HSE and your insurer — that second thing matters at least as much.
Hence the structure of this pack: overview, evidence, log. All names are fictitious; the structure is exactly what your own file should have, whatever system it comes out of.
Frequently asked questions
What should an evidence pack for an audit contain?
Three layers: a current overview (who holds what, with status and reference date), the evidence behind every row (scan of the card, certificate or examination report) and ideally a log showing that expiry dates are actively monitored. A date and version on the cover make it checkable.
Does this apply to principal contractors and gate checks too?
Yes. Principal contractors and clients increasingly ask for the same thing as an auditor: a current, evidenced overview per worker — at PQQ stage, at induction and at the gate. One pack that answers both questions saves double work — and arguments at the gate.
How do I produce a pack like this without losing a day every time?
By making the pack an export instead of a project: if certificates, evidence and expiry dates are kept current in one place, the evidence pack is a button. In Certly that button sits on the dashboard and on every worker.
Further reading
- The week before the audit — without the panic
- CSCS Smart Check at the gate: the same question, every morning
- All Certly features, from evidence pack to reminder engine
Rather have this happen by itself?
Certly tracks certificates, inspections and licences automatically: reminders at 90, 60 and 30 days, escalation at 14 and 7, and an evidence pack at the press of a button. Trying it costs nothing.