# Submit and review service evidence

Bind the actual private source to one asset and make a separate human decision.

Source: https://help.smartfact.ai/manuals/toolcustody/service-evidence

Review edition: 25 October 2026

Roles: supervisor, owner

Service evidence is a retained source and human acceptance decision. Uploading a file is not acceptance, calibration certification or permission to use a tool. Have the correct asset, provider, external reference, qualification kind, scope and dates ready.

## Stage and submit the original source

A Supervisor opens the service-evidence controls for the selected asset and chooses the Provider evidence file. Supported sources are PDF, JPEG or PNG up to 10 MiB. They must pass structural and malware checks. Unsupported encrypted, signed, interactive or incrementally revised PDFs are refused, even when the original document is legitimate.

Do not alter or convert a source simply to claim it is the same original. A separately supplied image is another source to assess. Scanner or parser failure is a reason to stop intake and involve support, not to bypass inspection.

Check the retained source identity and hash. Supply the provider, reference, kind, approved task scope and actual performed, effective and valid-through dates. Confirm the submission statement and choose Record evidence for separate review. The resulting status is pending, not accepted.

The staged source has a submission expiry. If it expires before submission, follow the upload path again. Already referenced originals remain subject to retained-file access and integrity checks.

## Review the pending result

The reviewer of service evidence must currently be a Supervisor, have local service-review permission and recent Accounts authentication. This operational permission is distinct from the product's Reviewer role for reference releases.

Select the exact pending record, download and assess its retained original and compare the asset, source hash, scope and dates. State the actual Review decision and basis. Confirm the review declaration and submit the decision. The pending-review form cannot withdraw an already accepted result. If accepted evidence is later found unreliable, control further use and refer the exact result and affected loans to the responsible service-review Supervisor or support. Preserve the original source.

Do not describe the review as automatically independent of the submitter. The enforced controls are the stated authority, local permission, current authentication and exact source binding.

## Keep other facts separate

Acceptance does not return the tool, clear condition holds or restow it. Issue still requires current accepted qualification covering the chosen task and whole use interval. A revoked or insufficient result on an active loan can require use review.

Only current authorised Supervisors can download these originals. Owner-only, ordinary Operator and Viewer access does not include them. Use [history and documents](/manuals/toolcustody/history-and-documents) for other retained records.

## Check the dates and any replacement explicitly

Service performed at (UTC) is the actual past or present service time. Evidence effective from (UTC) cannot precede it. Valid through is the last valid date in the site's timezone, with validity ending at the following midnight. Effective time must precede that boundary. Select at least one approved task scope; an undeclared scope cannot be accepted as qualification for a task.

During pending review, Earlier accepted evidence replaced by this result (optional) selects an accepted result for this asset and qualification kind. Leave Do not replace another record selected unless the new accepted result genuinely replaces that record. An accepted replacement marks the selected earlier result superseded and retains its history.

Changing the review decision, replacement or reason clears the source-review confirmation. Recheck the retained document and confirm again before recording the decision. Neither acceptance nor supersession removes the separate custody, condition or return requirements.