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How to build an audit-ready controls evidence register?

Compliance teams need evidence registers that connect policies, controls, obligations, owners, review status, and source documents. TextMine helps convert scattered contracts, attestations, reports, policies, and control evidence into source-linked records and workflowed review packs.

Build evidence records

What is an audit-ready controls evidence register?

An evidence register is a structured view of the documents, values, approvals, and gaps that support a control or regulatory obligation. It should show the evidence source, owner, review state, confidence, and date of last validation.

TextMine Records turn reviewed document facts into durable business records, while Vault keeps every answer tied to the source document.

An illustration of data being extracted from documents

Why do evidence registers fail?

Evidence registers often become static spreadsheets. They lose the link to source files, miss updated evidence, and do not capture who approved a value. That makes audit response slower and increases remediation risk.

TextMine keeps the evidence, extracted value, confidence score, reviewer state, and workflow history together.

an illustration of documents

How does TextMine help?

Upload policies, contracts, attestations, control reports, and supporting evidence to Vault. Define the evidence schema in Records, route gaps through Workflows, and use Playbooks to check whether evidence meets the required standard.

Consultants can use the same structure across client workstreams to produce consistent, defensible audit outputs.

an illustration of vault extracting data from contracts and answering questions about them

Example evidence requirement

The control owner must provide current policy evidence, owner attestation, exception log, and review approval for each in-scope control before the quarterly compliance committee.

Evidence type
Policy, attestation, exception log, approval
Review status
Needs owner approval
Evidence gap
Missing exception log
Workflow action
Route to control owner
Evidence type
Policy, attestation, exception log, approval
Review status
Needs owner approval
Evidence gap
Missing exception log
Workflow action
Route to control owner

Example evidence requirement

The control owner must provide current policy evidence, owner attestation, exception log, and review approval for each in-scope control before the quarterly compliance committee.

Evidence type
Policy, attestation, exception log, approval
Review status
Needs owner approval
Evidence gap
Missing exception log
Workflow action
Route to control owner
Evidence type
Policy, attestation, exception log, approval
Review status
Needs owner approval
Evidence gap
Missing exception log
Workflow action
Route to control owner

Watch a video of Vault extract data from documents

How to get started with Vault

To see how Vault performs on your use document data extraction use case, book a demo with a member of our team using the following form.

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