F-Procure

The evidence model

The minimum useful procurement evidence object consists of four connected records. Each is explained below with example events, sources, and verification purpose.

Minimum evidence object

Four connected records

Submission proof

Independent proof that a bid, proposal, or document was submitted at a specific time, in a specific form.

Example event: A supplier submits a tender response before the deadline.
Evidence source: Sourcing platform, vendor portal, or email gateway.
Verification purpose: Demonstrates what was submitted and when — without relying solely on one system's logs.

Due-diligence status

A verifiable record of the vendor checks completed at the time of a procurement decision.

Example event: Sanctions, ownership, and financial checks are completed for a shortlisted vendor.
Evidence source: Due-diligence tools, compliance systems, manual workpapers.
Verification purpose: Shows which checks were done, by whom, and before which decision point.

Approval trail

A linked, chronological record of the approvals that authorised each procurement step.

Example event: An evaluation panel recommendation is approved by the delegated authority.
Evidence source: Approval workflows, ERP release strategies, signed documents.
Verification purpose: Connects decisions to the people and delegations that authorised them.

Contract linkage

A durable link between the awarded contract and the evidence that justified the award.

Example event: A contract is executed referencing the winning submission and approval chain.
Evidence source: Contract repositories, contract-management systems.
Verification purpose: Ensures the executed contract can be traced back to the full award evidence.

The minimum useful procurement evidence object: submission proof, due-diligence status, approval trail, and contract linkage.

Privacy and data principles

Designed around data minimisation

Sensitive documents remain off-chain
Selected hashes, timestamps, references, statuses, or proofs may be recorded
Access controls remain important
Data minimisation should be applied
Jurisdictional requirements must be assessed
Personal and commercially sensitive data should not be unnecessarily exposed
Pilot architecture must be reviewed against the participating organisation's policies and legal obligations

F-Procure does not make absolute privacy, security, regulatory, or legal-compliance guarantees. Each deployment must be assessed against the participating organisation's obligations.

Map your own evidence object

An Evidence Discovery Workshop maps one of your workflows against this model and identifies where verification would add value.

Discuss an Evidence Discovery Workshop

Four connected records

Submission proof

Independent proof that a bid, proposal, or document was submitted at a specific time, in a specific form.

Example event: A supplier submits a tender response before the deadline.
Evidence source: Sourcing platform, vendor portal, or email gateway.
Verification purpose: Demonstrates what was submitted and when — without relying solely on one system's logs.

Due-diligence status

A verifiable record of the vendor checks completed at the time of a procurement decision.

Example event: Sanctions, ownership, and financial checks are completed for a shortlisted vendor.
Evidence source: Due-diligence tools, compliance systems, manual workpapers.
Verification purpose: Shows which checks were done, by whom, and before which decision point.

Approval trail

A linked, chronological record of the approvals that authorised each procurement step.

Example event: An evaluation panel recommendation is approved by the delegated authority.
Evidence source: Approval workflows, ERP release strategies, signed documents.
Verification purpose: Connects decisions to the people and delegations that authorised them.

Contract linkage

A durable link between the awarded contract and the evidence that justified the award.

Example event: A contract is executed referencing the winning submission and approval chain.
Evidence source: Contract repositories, contract-management systems.
Verification purpose: Ensures the executed contract can be traced back to the full award evidence.

The minimum useful procurement evidence object: submission proof, due-diligence status, approval trail, and contract linkage.

Designed around data minimisation

Sensitive documents remain off-chain

Selected hashes, timestamps, references, statuses, or proofs may be recorded

Access controls remain important

Data minimisation should be applied

Jurisdictional requirements must be assessed

Personal and commercially sensitive data should not be unnecessarily exposed

Pilot architecture must be reviewed against the participating organisation's policies and legal obligations

F-Procure does not make absolute privacy, security, regulatory, or legal-compliance guarantees. Each deployment must be assessed against the participating organisation's obligations.