Documentation · 5 min read
Keep a record you can explain.
Good documentation preserves the context around an achievement. Start a simple index now, so you can find the original material and explain what it shows when you need it.
Practical documentation guide · Updated 15 September 2026
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Start with a simple evidence index
Use a spreadsheet or folder index with one row per achievement. Record what happened, when it happened, your specific role and where the original material lives.
- Achievement, date and professional field
- Your contribution, described accurately
- Source URL or document filename
- Author, organiser or person able to confirm it
- Open questions and missing supporting material
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When your work receives coverage
Preserve the article and the context that helps someone understand the publication and the arrangement. Keep a copy only where you have the right to do so.
- Title, author, publication date and URL
- Outlet name, subject area and audience context
- A permitted copy or dated screenshot
- Editorial correspondence and any sponsorship disclosure
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When you judge or review work
Record the work you actually completed. An invitation is useful context, but it is different from confirmation of participation. Respect confidential submissions and the organiser’s rules.
- Organiser and selection requirements
- Invitation and scope of the role
- Dates and a non-confidential description of completed work
- Confirmation from the organiser
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Before sharing with your adviser
Check that links work, descriptions are accurate and every claim points to a source. Let your qualified adviser determine which material is relevant to your individual application.
- Remove duplicate copies and label versions
- Separate personal claims from independent confirmation
- Flag translations or permissions that may be needed
- Write down the questions you want to discuss