Understanding Evidence
Evidence types, verification, and what counts.
Evidence is the file-based proof behind your numbers and claims: attendance sheets, photos, distribution lists, training records, monitoring and field visit reports, Kobo/ODK exports, procurement and approval documents, beneficiary lists, meeting minutes, case studies, financial documents, donor communication and more.
What you record
Title, type, reporting period, confidentiality, location, and links to activities and indicators.
Where files live
- Your own Google Drive (link-first): files stay in your Drive, DonorDesk keeps a reference. No quota used.
- DonorDesk storage: managed uploads that count toward your plan's storage (Starter 1 GB, Team 25 GB, Growth 100 GB).
Life of an evidence file
- Upload or link from Drive; text is read from documents.
- AI tag suggestions (type, related activity/indicator, period, summary, sensitivity warnings). You accept, edit or reject.
- Link it to activities and indicators.
- Verify it (Admin, Project Manager, M&E Officer or Compliance Officer).
- It is cited in reports and counted by the compliance checklist.
Statuses: Uploaded, AI tagged, Pending review, Verified, Needs correction, Rejected, Archived, Unverified. See Evidence verification.
Confidentiality
Public, Internal, Sensitive and Highly sensitive. Sensitive files are withheld from AI drafting, and exports that cite them need an Admin or Grants Officer to confirm.
What makes good evidence
- Dated, legible, and matching the reporting period.
- Linked to the right indicator or activity.
- Verified.