Best Proof Available


Choosing the right proof is just as important as attaching a proof.

Every document you upload is your opportunity to clearly demonstrate compliance, so the goal should always be to select the version that is easiest for an assessor to view, understand, and verify.

When deciding which proof to use, start by asking:
What format presents the clearest and most complete picture of compliance?

Whenever possible, I recommend using a digital version of the proof. Other acceptable options include a clean scanned copy, a screenshot, or a photo — as long as it is legible and easy to review inside PowerDMS. Remember, assessors are reviewing hundreds of documents. Anything that requires zooming, guessing, or extra effort works against you.

Next, confirm that the proof is complete.

All required fields should be filled out, and signatures and dates should be present when applicable. If you receive an incomplete document, use that moment as an opportunity to educate staff on why complete documentation matters. Depending on the situation, this may mean requesting a corrected version or making a note to address the issue moving forward.

If a proof is outdated, missing a signature, difficult to read, or simply doesn’t show what it should, a mock assessor is often the one who catches it first. That extra set of eyes can save you from unnecessary findings during a formal assessment.

When choosing a proof, keep these tips in mind:

One last tip:

If a document looks clear on your computer but appears blurry once uploaded to PowerDMS, try printing it using “Microsoft Print to PDF.” This often resolves clarity issues and dramatically improves how the document displays inside the assessment. For more on this topic, see my other Helpful Tip called "Best Option for PDFs."

Who do you know that could benefit from these accreditation-friendly tips and resources? Consider sharing this link with a colleague so they can sign up:https://www.accreditationacademy.net/signup 

Areaka P. Jewell

Accreditation Academy

areaka@accreditationacademy.net

(305) 360-1075