Paper trails with purpose: gathering documentary evidence

In an age of smartphones, dashboards, and AI tools, it’s easy to forget that some of the most powerful evidence still comes in paper form - or at least in documents. Reports, case studies, observation notes, letters, photos, even old-fashioned sign-in sheets: these things may not feel cutting-edge, but they often provide the texture that statistics alone can’t offer. 

When funders or community partners ask, “What difference are you making?”, you could show them a neat graph. But alongside that, imagine handing them a two-page story about a participant’s journey, backed up by attendance records and staff reflections. Suddenly, the abstract outcomes are anchored in lived reality. Documentary evidence is, in many ways, the glue that binds together numbers and narratives. 

Why documents matter 

Documentary evidence has a few advantages that digital metrics and surveys sometimes lack.  

First, it’s often already being collected. Program staff jot down notes, keep attendance lists, and write reports for their boards or management committees. Instead of inventing new processes, you can often build on what’s already there. 

Second, documents carry a sense of authenticity. A handwritten thank-you letter, a facilitator’s journal, or a photo from a community day all tell a story that’s hard to argue with. They show that something actually happened, in a specific time and place, with real people. 

And finally, documents are versatile. They can be used internally to reflect on practice, externally to report to funders, or publicly to communicate with the community. They can stand alone or complement numbers, making your case stronger and more balanced. 

The different shapes of documentary evidence 

When we say “documentary evidence,” we’re not just talking about Word files or PDFs. It’s a broad category that includes: 

• Case studies: Narrative accounts of a participant, family, or community. These bring to life how programs affect people over time. 
• Testimonials: Written feedback in people’s own words, whether in surveys, emails, or letters. 
• Observation notes: Records by staff or volunteers of what they see - from attendance and participation to behaviour and mood. 
• Photos and visual records: Snapshots of activities, facilities, or outcomes. A newly painted youth centre wall speaks volumes. 
• Administrative records: The humble participant sign-in sheet or budget report can be surprisingly useful in showing scale and reach. 

Each of these has limitations - stories may be subjective, photos may be selective - but when compiled together, they create a richer picture than any single method. 

Authenticity and transparency 

Documents can be persuasive, but only if people trust them. That means being clear about how they were collected. If you’re using testimonials, note whether they came from a survey, an unsolicited or unexpected email, or a structured interview. If you’re writing a case study, explain how you chose the participant, whether they gave their permission, and if they have been de-identified by using a pseudonym. 

This level of transparency reassures funders that you’re not cherry-picking only the most flattering stories (as tempting as this might be when reporting to funders). It also respects participants’ dignity and confidentiality - their experiences are being used as evidence, not decoration. 

Combining documents with data 

The real magic happens when documentary evidence is combined with quantitative data. A case study about a young person who gained confidence is powerful on its own. But when you can say, “This story reflects a wider trend: 70% of participants reported feeling more confident,” the impact is strengthened.  

If your survey shows an improvement but the case studies don’t, that’s a sign to dig deeper. Maybe the numbers are masking something, or maybe the stories highlight barriers that the data doesn’t capture. Either way, the combination helps you ask better questions. 

Similarly, it could be that quantitative data alone suggests an initiative is ineffective - for example, only 40% of participants rating a training program as “very effective”. However, facilitator notes reveal that the program challenged participants’ thinking. The low ratings may reflect short-term discomfort rather than failure, while the notes highlight deeper learning. 

Avoiding common pitfalls 

There are a few traps to watch for with documentary evidence.  

One is overload. If you try to keep every scrap of paper, you’ll drown in material. Better to choose selectively: a handful of strong case studies, a representative sample of testimonials, and regular but not excessive observation notes. 

Another is bias. Staff might naturally write down the successes and overlook the challenges. Encourage honesty and reflection, even when things didn’t go perfectly. Funders like Lotterywest appreciate that things may not always go as planned, and the learning that comes from this can also be considered success. We even go so far as to deliberately document challenges in our case studies so that our grant applicants can be aware of the potential perils and pitfalls of projects.  

Finally, there’s privacy. Remember that case studies, photos, and testimonials often include identifiable information. Get consent before sharing and store everything securely. 

Why this matters 

In the end, documentary evidence is about more than just filling space in a report. It’s about giving life to your outcomes.  

Numbers might show that 100 people attended a program. A case study shows what it meant to one of them. Observation notes reveal the group dynamics. Photos show the atmosphere. Together, these sources help funders, partners, and communities feel the impact, not just read about it. 

For organisations themselves, the process of gathering and reflecting on documents can be a useful learning tool. Looking back at case studies or notes often reveals insights that staff didn’t notice in the moment - patterns, challenges, or unexpected benefits. 

Final thoughts 

Documentary evidence may not sound glamorous, but it’s one of the most enduring and versatile tools in the evaluator’s kit. It grounds your work in real experiences and tangible artefacts and makes the abstract concrete. 

So don’t underestimate the humble paper trail (even if you choose to digitise it). With a little organisation and a commitment to authenticity, your documents can tell a story that numbers alone never could. And when it comes to showing change in communities, sometimes the paper is as powerful as the data.