Saypro Evidence Files (data collection sheets, photos, field reports)

To properly organize and maintain credibility within SayPro’s Monitoring & Evaluation (M&E) system, the Evidence Files—including data collection sheets, photos, and field reports—should be standardized, catalogued, and securely stored. Below is a framework for how to manage and present these files effectively.

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✅ SayPro Evidence Files Framework

(Data Collection Sheets, Photos, Field Reports)

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📁 1. Folder Structure (Recommended for Digital Archiving)

SayPro_M&E_Evidence/
│
├── 2025/
│   ├── February/
│   │   ├── Data_Collection_Sheets/
│   │   ├── Field_Photos/
│   │   └── Field_Reports/
│   ├── March/
│   └── ...
└── Archive/

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🗂️ 2. File Categories & Descriptions

A. Data Collection Sheets

• Description: Raw forms used by field teams (digital or printed) for surveys, focus groups, interviews, etc.
• Examples:
  • Household Survey Sheets
  • Attendance Registers
  • Community Mapping Results
• Format: .xlsx, .csv, .pdf

✅ Checklist:

• Date-stamped
• Enumerator/field agent name
• Unique form ID
• GPS coordinates (if applicable)

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B. Field Photos

• Description: Visual documentation of field activities, beneficiaries, infrastructure, or environmental conditions.
• Examples:
  • Beneficiaries receiving services
  • Training sessions in progress
  • Project sites before/after implementation
• Format: .jpg, .png, .heic

✅ Checklist:

• Timestamped and geo-tagged
• Captioned (who, what, where)
• Stored in folders by date/location
• Consent documentation attached (if faces visible)

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C. Field Reports

• Description: Narrative or technical reports written by field teams summarizing activities, challenges, and observations.
• Examples:
  • Weekly Field Visit Reports
  • Incident Reports
  • Partner Monitoring Feedback
• Format: .docx, .pdf

✅ Checklist:

• Linked to M&E logbook or activity calendar
• Contains findings and recommendations
• Includes supporting evidence (photos, participant quotes)
• Reviewer comments (if applicable)

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🔐 3. Storage and Security

• All files should be uploaded to a secure, backed-up drive (e.g., Google Drive, OneDrive, SharePoint).
• Access should be role-based with an M&E Officer or Data Manager responsible for oversight.
• Files should be archived quarterly with filenames using a standard format:
  • Region_Project_ActivityType_Date_FileType.extension
    e.g., Gauteng_YETraining_Survey_2025-02-17_DataSheet.xlsx

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🧾 4. Evidence File Register (Log Template)

File Name	Category	Date Collected	Collected By	Location	Linked Report	Reviewed (Y/N)
GP_YETraining_Survey_2025-02	Data Sheet	17-Feb-2025	A. Mokoena	Johannesburg South	YE_Training_Report_Feb	Y
LP_AgricPhoto_2025-02-19.jpg	Field Photo	19-Feb-2025	L. Mbedzi	Limpopo East	Agric_Field_Report_Feb	Y
EC_FieldReport_2025-02	Field Report	28-Feb-2025	J. Mthembu	Eastern Cape North	General Field Summary	N

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🛠️ 5. Tools and Support

• Mobile Data Collection: KoboToolbox, ODK, SurveyCTO
• Photo Management: Google Photos (for tagging), Dropbox with metadata support
• Documentation Templates: Pre-designed Word/Excel templates for surveys and reports
• Data Backup Schedule: Weekly cloud backup and monthly export to external drive

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Would you like a downloadable zip template containing folders, dummy forms, and a pre-formatted Excel register to get started?