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Eportfolio evidence gathering

Adopting an electronic system such as E-qual Electronic Portfolio is a relatively straightforward process. However, the creation and gathering of evidence requires some planning and thought before implementation takes place.

Perhaps the most important consideration is “Can the candidates create the required evidence in an electronic format?”

With the technology available to us all today, most evidence can be sourced in an electronic format. A huge amount of evidence can be gathered using:

  • Electronic documents – Word, Excel, PDF, CAD drawings, Photoshop files, etc
  • Mobile phones – photographs, videos, audio recording
  • Scanners – scans of handwritten forms, certificates, older documents
  • Cameras – photographs, videos, photographic capture of paper documents
  • Audio devices – interviews, discussions and question and answer sessions
  • PC recording – recordings of Skype discussions, webcam chats
  • Links – weblinks to external websites, online documentation, interactive elements


When we engage in discussions about using an e-portfolio with new clients, one of the first questions we are asked is about how evidence is gathered – “How can we upload this type of document?”, “We only have this evidence in this format, how can we use it?”.

So far, in our implementation of E-qual with our varied clients, we have not come across any document or evidence type that could not be uploaded into our system. Nothing has left us stumped. As long as the user who wants to open the file has a piece of software on their PC capable of reading that file type, there are no limitations as to the types of evidence that can be gathered.

Adopting and adapting

In some situations, organisations have changed the way they record evidence to suit the move to an eportfolio.

  • Why trawl through a transcript or log of a professional discussion when the verifier can watch the relevant parts of the interview or listen to a recording?
  • Why fill in a paper form or checklist for toolbox talk when a video recording using a small digital camera or mobile phone shows everything in a far more detailed way?

Some clients have also designed their own electronic evidence gathering files in Microsoft Word, for example, to replace paper based documents. This means they can move away from forms completed by hand to electronic files that can specifically be used in their eportfolios. This has obvious cost saving implications and, as one client told us – “It’s about time we got up to date. Who uses paper these days?”

Our experience and technical knowledge ensures we can give the best advice when it comes to deciding the most appropriate way to capture evidence electronically.