Lay out a blank index of where each job’s evidence is saved, and a tracker for audit requests and deadlines, using your own references and dates

The problem

Scheme audits can ask for evidence on a short clock: Elmhurst’s 2024 guide gives three weeks to submit evidence in England, Wales and Northern Ireland and six in Scotland, and says a second failed audit puts a temporary suspension on your account so you cannot lodge. The rules also require evidence to be kept for a long time: EASOB’s requirements say schemes require members to retain information for a minimum of fifteen years. An index of where each job’s evidence sits, and a tracker for audit requests, keeps both in one place. The AI lays out the two blank tables. You type every reference, location and date, and the AI never sees or sorts any evidence file or counts any deadline.

What AI does

AI lays out two blank tables for your own spreadsheet: an index of where each job's evidence is stored and a tracker for audit requests. Retention periods and audit dates come from your own scheme and audit emails, typed in by you (England).

Time

The steps, in short

1. Decide where evidence is stored and how folders are named, using job references, not addresses.
2. Check your own scheme's rules on keeping evidence and replying to audits.
3. Have AI lay out the blank tables.
4. Fill in each row yourself, and review the index regularly for gaps.

A short sample prompt

I assess homes for energy certificates in England. Lay out two empty tables for my spreadsheet, one to index evidence storage and one to track audits, with these columns: [your column headings]. Leave all dates for me to enter.