R&D Evidence Vault
A safe place for the proof behind each project. The vault stores time-stamped notes, files and approvals, so the record shows what was known and decided, and when.
Why dates matter
Evidence is more persuasive when it was made at the time. A test report dated in March, with a note written the same week, tells a reviewer or an examiner something that a summary written in January cannot. The vault is built around that: every item is recorded with the date it was added, and approvals are kept alongside the items they confirm. It does not make evidence better, but it makes clear when evidence was created, which is half of its value.
What it does
The vault stores time-stamped notes, files and approvals for each project, so the record shows what was known and decided, and when. People upload files, write short notes and, where needed, managers approve what is accurate. Everything is filed against a project in the register.
How it works
- 1
Add evidence
Upload files and write notes against a project. Typical items are test results, designs, comparisons and meeting notes.
- 2
Time stamp
Each item is recorded with the date it was added, and cannot be quietly back-dated.
- 3
Approve
Managers confirm what is accurate, and the approval is kept with the item.
- 4
Find
A reviewer can browse by project and date, or search for a term.
Kinds of evidence and what they show
Examples only. Any record that genuinely shows the work may help.
| Kind | Example | What it shows |
|---|---|---|
| Test results | A comparison of two approaches | Experimentation and outcome |
| Design documents | A sketch of an architecture | What was proposed, and its evolution |
| Meeting notes | Minutes about a technical problem | Uncertainty and decisions |
| Staff notes | A short note on what was tried | Process and reasoning |
| Approvals | A manager confirming a description | Review at the time |
What you get
- A dated record for each project.
- Approvals kept with the evidence.
- One place to look, instead of scattered folders and inboxes.
- A clear view of how much evidence each project has.
What makes evidence useful
Useful evidence is specific. A comparison table with real figures is more persuasive than a statement that two approaches were tried. A short note explaining why an idea was abandoned is stronger than silence. Evidence should be about the work, not about the claim: records created to impress a reviewer are easy to spot. And it should be honest about what did not work, because failure is part of experimentation. The vault accepts any kind of evidence. The quality is up to the people who add it.
A worked example (illustrative)
This scenario is invented. A team is developing a new matching method. In March, an engineer uploads a spreadsheet comparing the speed of three approaches and a note that two were too slow with large inputs. In May, a manager approves a description of the chosen approach. In July, the team uploads results from a trial with real data. At year end, the reviewer opens the project and reads the items in date order. The story is clear: a problem, alternatives, tests, a choice and a trial, each dated at the time.
Security and confidentiality
Evidence often contains sensitive technical or commercial information. Access should be limited to those who need it, and terms about retention and deletion should be agreed in writing. We do not claim certifications we do not hold, and the Trust Center describes where things stand. Ask Swanson Reed how the vault stores and protects data, and what happens to it if a client leaves.
Limits
The vault stores what people give it. It cannot verify that a document is genuine or that a note is accurate. It does not decide whether work qualifies, and it is not a legal archive. Integrations, review tiers and partner pricing are proposals until confirmed by Swanson Reed.
Integrations, review tiers and partner pricing are proposals until confirmed by Swanson Reed.
Habits that make the vault more valuable
- Upload things as they are created, not in a batch at year end.
- Add a line saying what each item shows and why it matters.
- Keep failed attempts as well as successful ones.
- Ask a manager to approve descriptions at the end of each quarter.
- Avoid uploading material that is unrelated to the project.
Approvals and what they mean
An approval is a record that someone with knowledge looked at an item and agreed that it was accurate at the time. It is not a legal sign-off, and it does not mean that the work qualifies. Its value is in showing that descriptions were checked while the work was fresh. A manager who approves a description in June has said something that a manager who is asked in January cannot say. Keep approvals simple and regular, so they become routine rather than a burden.
Organizing for the reviewer
The reviewer's experience matters. Evidence filed under the right project, with dates and a sentence of explanation, is easy to read. Evidence dumped in bulk is not. Spending a minute on each item when it is uploaded saves hours later. If a project accumulates a lot of material, a short index note at the top of the project, listing the key items, helps a reader find their way. The vault supports this, but it relies on people to do it.
Vault questions
Can items be edited after upload?
The intention is that changes are recorded, so the history is clear. Details are confirmed with Swanson Reed.
Is there a size limit on files?
Confirm limits with Swanson Reed. We do not state them on this site.
Who can see the evidence?
People you choose, with roles agreed in writing.
Can evidence be exported?
Yes, through the claim pack export, which gathers it for the reviewer.
Keep exploring
R&D Survey Scheduler
Decide how often your people are asked about their R&D work, so evidence is collected regularly.
Learn moreR&D Project Register
One list of the projects and business components behind an R&D claim, ready for Form 6765 Section G.
Learn moreCost and Time Sync
Bring costs in from the ERP or accounting system and match them to projects using time data.
Learn moreClaim Pack Export
When the year is done, hand the reviewer a pack they can work from: draft forms and a supporting binder.
Learn morePlease note: Estimates and drafts are prepared by software for review by a licensed CPA or enrolled agent. This is not tax advice.
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