Historical Archive Evidence Checklist

GeNext MedEd Foundation — Historical Archive Evidence Checklist

Document code: GMEF-ARC-EVID-001  
Version: 1.0  
Status: Controlled recovery checklist

Use
Apply this checklist before moving a reconstructed historical activity into the verified institutional archive.

Minimum identity
- [ ] Stable Archive ID assigned
- [ ] Exact activity/programme/event title confirmed
- [ ] Date or defensible date range confirmed
- [ ] Venue / host setting confirmed where relevant
- [ ] Historical GeNext identity used at that time recorded
- [ ] Event/programme authority distinguished from GeNext role

Source bundle
Retain one or more durable sources and record provenance:
- [ ] Authorised programme / brochure / circular
- [ ] Registration, attendance or participant record
- [ ] Faculty/session/station schedule
- [ ] Certificate or completion record
- [ ] Official email / letter / institutional communication
- [ ] Dated social-media publication from an attributable account
- [ ] Original photographs with event/date context
- [ ] Video/recording with rights and context
- [ ] Financial/partner documentation where role description depends on it
- [ ] Other contemporaneous source

Verification questions
- [ ] Does the source support the exact date and title?
- [ ] Does it support GeNext's actual role rather than merely showing a logo or attendee?
- [ ] Are host institution, conference authority, faculty and partner roles correctly separated?
- [ ] Are numbers (stations, participants, seats, fellows, etc.) supported rather than estimated?
- [ ] Are individual names/roles verified from an appropriate source?

Rights, privacy and publication
- [ ] Copyright / reuse status reviewed
- [ ] Photograph/video publication rights considered
- [ ] Patient-identifiable material absent or lawfully controlled
- [ ] Learner/participant personal information removed or appropriately consented
- [ ] Restricted contractual/financial information excluded from public copy
- [ ] Public description uses only evidence-supported claims

Archive decision
Evidence class before review: A / B / C / D  
Evidence class after review: A / B / C / D  
Decision: Publish / Publish limited metadata / Internal archive only / Hold for more evidence / Disputed  
Reviewer / authority reference: ______  
Review date: ______

Preservation principle
Source files should be preserved even when only a small subset is suitable for public display. The public archive is a curated representation; the controlled institutional archive is the evidence layer.