Time-Sensitive Proofs

When we talk about time-sensitive proofs, most people immediately think about activities that must occur by a certain date within the assessment cycle. But there’s another layer that often gets overlooked: individual proofs that have their own expiration dates.

Think training certificates that are only valid for a set period, professional licenses that require renewal, or promotion lists with a defined expiration date. These proofs can quietly expire while your assessment keeps moving forward.

The key question becomes: how do you ensure the most current version is in your assessment — without losing sight of what was valid at the time?

It’s important to remember that expired proofs can still be appropriate, as long as they were valid during the period they were used. For example, if a polygraph examiner’s certification was valid during the first year of your assessment and they conducted applicant polygraphs during that time, that proof still demonstrates compliance for that period.

The challenge is keeping track of what needs to be updated going forward.

Here are a few practical ways to manage time-sensitive proofs so nothing slips through the cracks:

Use tasks at the standard level
Add a task directly to the standard where the proof lives and set the due date for when a new proof will be needed — with a buffer built in. If the proof renews on a predictable schedule, consider making the task recurring at the same interval.

Track them in your existing system
If you already maintain a tracking spreadsheet, checklist, or workflow, add time-sensitive proofs to that system with their own due dates. Building in a cushion helps prevent last-minute scrambling.

Schedule emails in advance
Draft an email to the person responsible for providing the updated proof and use delayed delivery to schedule it ahead of time. This takes the mental load off you and ensures the reminder goes out when it matters.

Use calendar reminders strategically
Add expiration dates to your own calendar and take advantage of reminder notifications as an early warning system. This works especially well for licenses and certifications with firm renewal dates.

My personal favorite: Automated document reviews
Make each expiring proof a PowerDMS document. Then in the Manage Document section, on the Review tab, set an automated review. Like clockwork, each will automatically pop up in the designated person's inbox as a document review workflow. Check out my other Helpful Tip called "Proofs on Steroids" to see this step by step.

Any of these methods can also be applied to time-sensitive standards more broadly. The most important thing is choosing a system that makes sense for you — and one you can realistically maintain.

Consistency beats complexity every time.

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