Process Evidence Management · PEM
Your entire process.Its complete story.The evidence to prove it.
A digital process involves many things: people, documents, communications, access events, video appearances, signatures and decisions.
PEM enables relevant actions to generate evidence and keeps that evidence connected to the story of the process.
So you can reconstruct what happened, when it happened, who was involved and what evidence supports each action.
Process Evidence Management · PEM
When you need to prove it
Having the evidence does not always mean you can tell the whole story.
Every signature, communication or document may be perfectly evidenced on its own.
The difficulty appears when you need to demonstrate how everything that happened during the process fits together.
- Signature
- Call
- Communication
- Decision
- Document
- Access
- 01
Some moments leave no evidence.
Not everything important happens in a way that can be demonstrated later.
A decision, a delivery or a relevant interaction can become a weak point if it is not carried out through an action capable of generating evidence.
- 02
Evidence ends up scattered.
Each piece can be valid and still be isolated from the rest.
Signatures, communications, documents or access events can end up spread across different tools with no common relationship.
- 03
The story is missing.
When the time comes to demonstrate, the reconstruction begins.
You have to work out what happened, when, who was involved and which evidence belongs to each moment.
What if the evidentiary history of the process were built as the process happened?
Process Evidence Management
PEM
A new technology category defined by IDVERSE.
The category
PEM manages the evidentiary dimension of a process.
A PEM platform enables relevant process actions to generate evidence and keeps each piece of evidence connected to the story it belongs to.
The process log preserves the relationship between actions, evidence, time and participants so the process can be reconstructed and demonstrated.
You do not have to wait until the end.The story is built as the process happens.
One piece of evidence proves a moment.The process log helps reconstruct the story.
A signature evidences one action. A certified communication evidences another. A document submission generates evidence of its own.
PEM keeps each piece connected to the process, the moment and the participants it belongs to.
So when you need to understand what happened, you do not have to reconstruct the story from scattered systems and documents.
EvidenceProcess logDemonstrable process
Integrity
Every piece of evidence matters.So does its relationship with the rest.
The evidence
Each action incorporates the technological assurances that apply to it: document integrity, electronic signature or seal, timestamp, delivery or access records, or other mechanisms.
The story
PEM preserves how each piece of evidence relates to the action that produced it, its participants, its context and its position within the process.
You can examine each piece of evidence.And understand the process it belongs to.
Actions
Turn important moments into actions that leave evidence.
PEM brings evidentiary capabilities to the points where you need to be able to demonstrate what happened.
- Identification
- Certified communication
- Electronic signature
- Document submission
- Video appearance
- Recorded access
- Live multimedia evidence
You decide what you need to demonstrate.PEM makes it possible to generate and connect the evidence.
The platform can use proprietary technology, integrated technology or specialised trust services.
When a document enters the process, its arrival can leave evidence too.
A file may have been created outside PEM.
Bringing it into the process does not change its previous history.
What PEM can evidence is its incorporation into the process: who submitted it, when it was submitted and exactly which file was received.
In Accordia, TrustedFile turns that submission into an evidentiary action, generates the corresponding evidence and provides the contributor with a submission receipt.
The evidence should also tell you who was behind the action.
Not every action requires the same level of assurance.
An email address or phone number can link an action to a particular channel. An OTP can provide an additional check.
When stronger identification is required, digital certificates or other appropriate mechanisms can be used.
PEM preserves the mechanism used so the evidence accurately reflects what can be demonstrated about each action.
Mechanism preserved for each action (examples)
- Email address or phone number
- Link to a channel
- Channel + OTP
- Additional check
- Digital certificate or other appropriate mechanism
- Stronger identification
The right technology for each action.One story for the whole process.
Identification, electronic signatures and certified communications may require different technologies and providers.
PEM brings them into the same process and keeps each piece of evidence connected to a common process log.
Integration
Your process can stay where it already lives.
Your BPM, ERP, CRM or industry application can continue managing tasks, states, rules and automation.
PEM integrates through APIs to add evidentiary capabilities at the points you need to demonstrate.
The system requests the action. PEM generates or incorporates the evidence and keeps it connected to the process.
BPM manages process execution.PEM manages its evidentiary dimension.
A good practice
Think today about what you may need to prove tomorrow.
When you know in advance which moments may matter, you can design the process so they generate the right evidence from the beginning.
Evidence by Design helps identify those points and the assurances each one requires.
PEM provides the technology to put that approach into practice.
Evidence by Design
A good practice for designing evidentiary processes.
The story is built as the process happens.
A process may last minutes, months or remain open.
You do not need to wait until it ends to know what has happened.
At any point, PEM preserves the process log and the evidence generated so far.
Today you know what has happened up to today.
- 12 SEPCommunication → Evidence
- 16 SEPDocument submission → Evidence
- 21 SEPSignature → Evidence
- Today
The process continues
And when the process ends, the evidence can stay with you.
Retention needs are not the same for every process.
Long-term custody can be added as an additional capability when it is needed.
Where PEM fits
Each technology solves a different part.
- Manages execution.
- Manages documents.
- Manages evidence.
- Manages the evidentiary dimension of the process.
They can work together.PEM provides the layer that connects process and evidence.
The principles
What a PEM platform should provide.
- 01
Process
Evidence belongs to a common process.
- 02
Evidentiary actions
Relevant actions can generate their own evidence.
- 03
Integrated evidence
Evidence remains grouped within the PEM platform.
- 04
Context and process log
Each piece of evidence preserves its relationship with what happened.
- 05
Integrity
The assurances of individual evidence are preserved together with the coherence of the whole.
Interoperability
PEM can integrate through APIs with the systems where processes already run.
When it has to be proven
What happened may be clear.Proving it is another matter.
Digital evidence is often put to the test later.
When someone challenges a conversation, a document or an action, remembering what happened is no longer enough.
It becomes important to establish where the evidence came from, who was involved and whether its content retains the necessary guarantees.
Courts have been dealing with this reality for years.
2015 · Spanish Supreme Court
A screenshot can show a conversation.It does not necessarily prove everything behind it.
In 2015, the Spanish Supreme Court drew attention to how easily digital files used in messaging systems can be manipulated.
When the authenticity of a conversation is challenged on reasonable grounds, three elements become particularly important:
The conversation may be there.The question is whether you can establish what lies behind it.
STS 300/2015 · Spanish Supreme Court · Criminal Chamber
2015
Illustrative fragment of a digital conversation
2021 · Spanish Supreme Court
The messages were there.The guarantees needed to attribute them with sufficient certainty were not.
Years later, WhatsApp screenshots became the key evidence in disciplinary proceedings.
The originating number was not adequately established, the device containing the messages was not produced, and their origin, the identity of the participants and the integrity of the content were not sufficiently demonstrated.
The Spanish Supreme Court concluded that the evidence did not provide the guarantees required to rebut the presumption of innocence.
The evidence existed.What was missing was the ability to support its history.
STS 90/2021 · Spanish Supreme Court · Military Chamber
2021
Illustrative fragment of a digital conversation
The underlying idea
Evidence is more useful when it retains the context needed to understand it.
We cannot always know today what we may need to prove tomorrow.
But we can build processes that generate evidence as they happen and preserve its relationship with each action.
- What happened
- When
- Who was involved
- What evidence was generated
- How it relates to the rest of the process
The evidentiary history of a process should not have to be reconstructed afterwards.It can be built as the process happens.
Action → Evidence → Context → Process log → Demonstrable process
That is the reason for
Process Evidence Management
PEM
That is the reason for
Process Evidence Management
PEM
The origin
We built Accordia.We discovered a much bigger category.
While developing Accordia, we began by addressing a specific need: keeping the evidence generated throughout a process within the same case.
Communications, documents, video appearances, signatures and other actions began to form a common story.
We realised that this need extended far beyond Accordia.
It exists in any digital process that may one day need to be demonstrated.
So we gave it a name:
Process Evidence Management
For other platforms
Bring evidentiary capabilities into the processes you already manage.
Your application knows the process.
PEM can make its critical moments evidentiary.
Through APIs, a BPM, ERP, CRM or industry application can request PEM actions and keep the resulting evidence within a common process log.
Our vision
The next frontier of digital trust is the process.
We already know how to evidence identities, signatures, communications, documents and other digital actions.
The next step is to keep those pieces of evidence connected so they can tell the story together.
IDVERSE is working towards a world where we can demonstrate not only individual digital moments, but the complete history of the processes they belong to.
We call it PEM.
Let's talk about your process
What would you need to be able to prove?
Every process has moments that matter.
Tell us about yours.
We can help identify which moments should leave evidence and how to keep that evidence connected so the story can be reconstructed later.