Create an Audit Trail

This guide explains how Decisio creates permanent, tamper-proof records of your decisions. You'll learn how resolutions work, how to view decision history, and how to include evidence that supports audit and compliance requirements.

Use Case

When disputes arise or compliance is questioned, organisations need authoritative records of what was decided, by whom, and why. Decisio's audit trail provides:

• Timestamped records of every action

• Immutable resolutions that cannot be altered

• Complete deliberation history from discussion to outcome

• Evidence attachments tied to specific decisions

Issue overview showing the complete audit trail with resolution, motions, and evidence

Prerequisites

• An active workspace with decision history

• Issues that have gone through the decision process

• Understanding of your audit and compliance requirements

Step-by-Step Instructions

Understanding the Audit Record

1. What Gets Recorded

Every action in Decisio creates a permanent record:

Action	What's Recorded
Issue created	Who, when, title, description
Exhibit added	Type, title, content/link, timestamp
Comment posted	Author, content, timestamp, replies
Motion proposed	Proposer, title, body, timestamp
Motion seconded	Who seconded, when
Vote cast	Participant, choice, justification, timestamp
Vote changed	Previous choice, new choice, timestamp
Resolution recorded	Summary, recorder, cited motions/exhibits

2. The Immutability Principle

Key records in Decisio cannot be edited once created:

• Exhibits - Evidence attachments are locked upon creation

• Resolutions - Decision records cannot be modified

• Votes - Individual submissions are preserved (changes create new records)

If corrections are needed, Decisio uses a supersession model. A new exhibit or resolution can reference and supersede the original, but the original remains in the audit trail for transparency.

Recording Resolutions

3. When to Record a Resolution

Record a resolution when:

• A motion has passed and you want to formalise the outcome

• A decision has been made through discussion (without formal voting)

• You need to document an outcome for compliance purposes

4. Create the Resolution

1. Open the resolved issue

2. Click Record Resolution

3. Write a clear summary of what was decided:

   • State the decision clearly

   • Reference the motion that passed (if applicable)

   • Note any conditions or next steps

4. Click Save Resolution

A resolution card showing the formal decision summary with status, recorder, and timestamp

Example resolution summary:

The Board resolved to approve the 2026 operating budget of $1.2M as presented in Exhibit A. Motion carried 7-2 with one abstention. Implementation to begin 1 February 2026.

5. Cite Supporting Evidence

When recording a resolution, link to relevant materials:

1. In the resolution form, find Cited Exhibits

2. Select the exhibits that supported the decision

3. These references become part of the permanent record

Citing exhibits creates a direct link between the decision and its supporting evidence. Auditors can trace from resolution to evidence without searching.

Viewing Decision History

6. Access Issue History

View the complete timeline for any issue:

1. Open the issue

2. Click the History or Activity tab

3. See chronological list of all actions:

   • Issue creation and updates

   • Exhibits added

   • Comments and discussions

   • Motions proposed and voted on

   • Resolution recorded

7. View Motion Details

For any motion, you can see:

1. Open the motion

2. View the Vote Record showing:

   • Each participant's vote

   • When they voted

   • Any justification provided

   • Whether they changed their vote (and what it was before)

Motions section showing proposals with voting status and timestamps

8. Access Resolution Records

Find formal decision records:

1. Navigate to the issue

2. Open the Resolution section

3. View:

   • Summary of the decision

   • Who recorded it and when

   • Cited motions and exhibits

   • Resolution status (active, superseded, or voided)

Resolution history showing superseded resolutions with timestamps and status badges

Including Evidence

9. Types of Exhibits

Attach different evidence types:

Type	Use For	Examples
File	Documents uploaded to Decisio	Financial reports, proposals, policies
Link	External resources	Shared drives, websites, regulatory documents
Text	Brief notes or summaries	Meeting notes, expert opinions
Media	Images or recordings	Site photos, presentation slides
Event	Dated occurrences	Meeting dates, incident timestamps

10. Add Exhibits for Audit Purposes

When attaching evidence:

1. Open the issue

2. Click Add Exhibit

3. Choose the appropriate type

4. Enter a descriptive title (this appears in audit reports)

5. Add content or upload the file

6. Click Save

Exhibits section showing various evidence types with timestamps

Exhibits cannot be edited after creation. Ensure accuracy before saving. If you need to update evidence, create a new exhibit that supersedes the original.

11. Supersede an Exhibit

If evidence needs correction:

1. Click Add Exhibit

2. Create the corrected version

3. Select Supersedes and choose the original exhibit

4. Save the new exhibit

5. The original shows as "superseded" but remains in the record

Handling Corrections

12. Void a Resolution

If a resolution was recorded in error:

1. Open the resolution

2. Click Void Resolution

3. Enter the reason for voiding

4. Confirm

The original resolution shows as "voided" with the reason recorded.

13. Supersede a Resolution

If a decision is revised:

1. Click Record Resolution

2. Write the updated decision

3. Select Supersedes and choose the original resolution

4. Save

The new resolution becomes active; the original shows as "superseded" with a link to its replacement.

Exporting for Audit

14. Generate Audit Reports

When you need records for external review:

1. Navigate to the issue or project

2. Click Export or Generate Report

3. Select what to include:

   • Issue summary

   • Motion details and outcomes

   • Vote records

   • Exhibit list

   • Full deliberation history

4. Choose format (PDF recommended for official records)

5. Download

15. What to Provide Auditors

For a complete audit package:

• Resolution record - The formal decision

• Motion and vote details - How the decision was reached

• Cited exhibits - Evidence considered

• Participant list - Who was eligible to vote

• Timeline - When each action occurred

Tips and Best Practices

• Record resolutions promptly: Document decisions while details are fresh

• Use descriptive exhibit titles: "Q1 2026 Financial Report" is better than "Report.pdf"

• Cite your evidence: Link exhibits to resolutions so the connection is clear

• Don't edit, supersede: If corrections are needed, create new records rather than trying to modify

• Export periodically: Generate records at regular intervals for backup and compliance

• Train your team: Ensure everyone understands that their actions create permanent records

Understanding Immutability

Why Records Can't Be Changed

Decisio's immutability serves several purposes:

1. Audit integrity - Records cannot be altered after the fact

2. Dispute resolution - The original record stands as authoritative

3. Compliance - Regulators can trust the historical record

4. Accountability - Actions are permanently attributed

The Supersession Model

Instead of editing, Decisio uses supersession:

Original Exhibit A ──► [Superseded by] ──► Exhibit A (Corrected)
       │                                          │
       └── Still visible in audit trail          └── Active version

Both versions remain accessible. The audit trail shows what was originally recorded and what correction was made.

Related Guides

• Run a Board Meeting Decision - Creating records during meetings

• Conduct a Committee Vote - Recording vote outcomes

• Manage Multiple Projects - Organising your audit trail