Proof governance and audit log, keep sources and consent provable

TLDR

Create a small governance model for quotes, snippets, and clips. Save consent text, source name, timeframe, and a redacted screenshot id on every item. Log who changed what and when. Remove on request within 72 hours and record it. Review the log monthly. You reduce risk, resolve disputes fast, and keep trust high.

Why this matters

Proof without an audit trail is fragile. One challenge on accuracy or permission can stall campaigns. A light system prevents fire drills and protects RPM.

What to store on every proof item

• proof_id, contact_id
• proof_type, quote, snippet, clip, logo_row
• proof_source, GA4, Stripe, CRM, inbox screenshots
• timeframe_days and created_date, ISO format
• consent_text and consent_date
• screenshot_id or file_url, redacted
• last_refreshed_date and page_placement
• status, active, stale, removed

Audit log, one compact table

• audit_id, proof_id, actor, system or human
• action, created, edited, published, refreshed, removed, restored
• fields_changed, comma list
• reason, refresh, policy, request, accuracy
• timestamp, ISO
• link_to_diff or version_id

Versioning, simple rules

• New quote or snippet equals new version, keep old in history
• Clip trims and caption updates count as an edit, store prior file pointer
• Do not overwrite consent_text, append a new line if re consented

Removals, clean and fast

• One intake form with email, item type, and reason
• Workflow opens a task, sets status equals removed, and purges CDN cache
• Confirm removal by email within 72 hours
• Log the action and store the request text against audit_id

Roles and SLAs

• Owner, approves new proof, 24 hour SLA
• Editor, trims copy, adds captions, 48 hour SLA for updates
• Reviewer, checks dates and sources, 24 hour SLA on disputes
• Admin, runs monthly refresh and exports audit summary

File hygiene that prevents leaks

• Redact screenshots before upload, email, order id, phone
• Name files with proof_id and date, for example proof_1234_2025-06-12.png
• Store originals in a restricted folder, publish redacted versions only
• Delete temporary exports after publish

Dispute path, step by step

1. Pause the item on public pages, status equals under_review
2. Recheck the number and timeframe against the source file
3. If wrong, correct and republish with a note in audit reason equals accuracy
4. If consent is revoked, remove and confirm in writing
5. Add one line to the weekly readout, disputes zero open

Data retention

• Keep active items and their audit history indefinitely
• Purge removed items’ media after 90 days, keep the audit record and metadata
• Export a quarterly CSV of the audit table for backup

Dashboards that fit on one screen

• Items by status, active, stale, removed
• Items missing consent_text or screenshot_id, target zero
• Disputes open, days open, target zero beyond 72 hours
• Refresh velocity, three in, three out per month
• Age distribution, percent older than 180 days, target under 20 percent

Copy standards baked in

• Put timeframe and source in the line, not in footnotes
• Use names and roles only with permission, otherwise anonymize
• Caption every clip, autoplay off
• Keep quotes under 120 characters, snippets to three lines, clips under 60 seconds

Monthly governance checklist, 15 minutes

• Run the stale filter and replace three items
• Scan for missing consent_text or screenshot_id, fix now
• Export audit summary, added, edited, removed, disputes, removals
• Spot check 5 items, open the file and confirm dates and sources

Risk flags

• Items with numbers and no screenshot_id
• Consent stored in email only, not copied to the item
• Logo usage with no written permission on file
• Reused proof across pages with mismatched context

Troubleshooting

• Too many stale items, schedule the 60 minute refresh and promote winners
• Frequent disputes on accuracy, require “view source” links and sharpen redaction
• Slow removals, add a same day on call and a removal SLA timer in the workflow
• Editors overwriting consent, lock the field and append new entries

Quick templates you can paste

Removal confirmation
“We removed your item and cleared caches. If you still see it anywhere, reply and we will check again.”

Accuracy note on republish
“We corrected the timeframe and updated the source label. Audit log updated on 2025-08-31.”

Consent update ask
“Can we keep using this line with your first name and role. We will keep the date and source unchanged.”

FAQ

Do I need a separate tool for the audit log
No. A simple table in your CRM or database works. Export monthly and keep a backup.

How detailed should consent be
One sentence is enough, stored with the item. Do not rely on memory or a private email thread.

What counts as a valid source
First party systems, GA4, Stripe, CRM, or inbox screenshots. Third party posts are fine when you host a redacted copy.

How fast should removals happen
Within 72 hours. Confirm by email and purge caches.

Can I reuse one proof item across pages
Yes, but log each placement and match context. Pricing pages get math plus a result, comparison pages get head to head snippets.