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CMMC Evidence Log Template: A Practical Guide You Can Actually Use

Build a clean, assessor-ready CMMC Evidence Log with traceability, integrity, and review cadence. Use this template to prove compliance every time.

Published: September 25th, 2025By: CMMC Dashboard TeamLast updated: September 26th, 2025
CMMC ComplianceEvidence LogAudit Preparation

Building compliance evidence isn’t about piling up screenshots in a folder, it’s about proving control effectiveness with integrity, traceability, and cadence. A clean Evidence Log is your single source of truth: it shows which practices are covered, where the artifacts live, who last validated them, and how they map to assessment objectives. Done right, it prevents stale evidence, protects chain of custody, and gives assessors exactly what they need without a scavenger hunt.

What This Solves

  • Proof, Not Promises - Shows assessors specific, reviewable artifacts tied directly to assessment objectives.

  • Integrity Matters - Versioning, hashes, and chain of custody ensure immutability.

  • No Rot Allowed - Scheduled validations and accountable owners keep evidence fresh.

  • Trace to Closure - Every entry links back to SSP sections and POA&M items for closure proof.

Column Spec and Guidance

Create one table named EvidenceLog. Add a Lists tab to hold validation values.

Column Name:
EvidenceID
Type:
String
Required:
Yes
Allowed Values / Format:
Unique across all entries
Why It Matters:
Stable key for cross-refs
Example:
EV-000142
Column Name:
Title
Type:
String
Required:
Yes
Allowed Values / Format:
80 chars max
Why It Matters:
Human readable handle
Example:
MDM device baseline policy export
Column Name:
EvidenceType
Type:
Enum
Required:
Yes
Allowed Values / Format:
Policy, Procedure, ScreenShot, ConfigExport, Report, Ticket, LogExtract, TrainingRecord, Contract, SystemSetting, TestResult, Diagram, Other
Why It Matters:
Normalizes queries
Example:
ConfigExport
Column Name:
PrimaryPractice
Type:
String
Required:
Yes
Allowed Values / Format:
CMMC or 800-171 reference
Why It Matters:
Assessor wants a one-to-one anchor
Example:
AC.L1-3.1.1
Column Name:
AssessmentObjectives
Type:
String array
Required:
Yes
Allowed Values / Format:
AO labels from guide
Why It Matters:
Shows exact coverage
Example:
3.1.1[a], 3.1.1[b]
Column Name:
ControlNarrative
Type:
Text
Required:
Yes
Allowed Values / Format:
1-4 sentences
Why It Matters:
Explains proof
Example:
Export shows enforced MDM settings across devices
Column Name:
SystemScope
Type:
Enum
Required:
Yes
Allowed Values / Format:
Endpoints, Servers, Network, CloudSaaS, Identity, Email, BuildPipeline, Physical, Other
Why It Matters:
Clarifies scope
Example:
Endpoints
Column Name:
CUIContent
Type:
Enum
Required:
Yes
Allowed Values / Format:
Yes, No, Unknown
Why It Matters:
Handling rules change
Example:
Yes
Column Name:
CUICategory
Type:
String
Required:
No
Allowed Values / Format:
e.g., Export Control
Why It Matters:
Accurate marking
Example:
CUI Specified: Export Control
Column Name:
RepositoryType
Type:
Enum
Required:
Yes
Allowed Values / Format:
SharePoint, Confluence, GDrive, Ticketing, GRC, S3, Git, SIEM, Other
Why It Matters:
Locator consistency
Example:
SharePoint
Column Name:
RepositoryPath
Type:
String
Required:
Yes
Allowed Values / Format:
URL or path
Why It Matters:
Retrieval during assessment
Example:
https://.../EV-000142.xlsx
Column Name:
RepositoryVersion
Type:
String
Required:
Yes
Allowed Values / Format:
Version id
Why It Matters:
Immutability check
Example:
v17
Column Name:
FileHashSHA256
Type:
String
Required:
Yes if file
Allowed Values / Format:
64 hex chars
Why It Matters:
Integrity guarantee
Example:
5b8f...9ac2
Column Name:
TimeCollectedUTC
Type:
Timestamp
Required:
Yes
Allowed Values / Format:
ISO 8601
Why It Matters:
Provenance
Example:
2025-09-23T14:35:12Z
Column Name:
CollectedBy
Type:
String
Required:
Yes
Allowed Values / Format:
Person or service
Why It Matters:
Chain of custody
Example:
Jordan Reed
Column Name:
Owner
Type:
String
Required:
Yes
Allowed Values / Format:
Role or person
Why It Matters:
Keeps it alive
Example:
IT Sec Ops
Column Name:
Reviewer
Type:
String
Required:
Yes
Allowed Values / Format:
Role or person
Why It Matters:
Accountability
Example:
Compliance Lead
Column Name:
LastValidatedUTC
Type:
Date
Required:
Yes
Allowed Values / Format:
ISO date
Why It Matters:
Staleness control
Example:
2025-09-24
Column Name:
NextReviewUTC
Type:
Date
Required:
Yes
Allowed Values / Format:
ISO date
Why It Matters:
Drives cadence
Example:
2026-03-24
Column Name:
ReviewOutcome
Type:
Enum
Required:
Yes
Allowed Values / Format:
Pass, Pass-With-Notes, Fail, Superseded
Why It Matters:
Quick signal
Example:
Pass
Column Name:
ReviewNotes
Type:
Text
Required:
No
Allowed Values / Format:
Free text
Why It Matters:
Context for outcome
Example:
Replace screenshots with export next cycle
Column Name:
CoverageStatus
Type:
Enum
Required:
Yes
Allowed Values / Format:
Full, Partial, Superseded, Retired
Why It Matters:
Coverage clarity
Example:
Partial
Column Name:
GapsAOs
Type:
String array
Required:
No
Allowed Values / Format:
Missing objectives
Why It Matters:
Triggers POA&M
Example:
3.1.1[d]
Column Name:
LinkedSSPSection
Type:
String
Required:
Yes
Allowed Values / Format:
Section id
Why It Matters:
Keeps SSP in sync
Example:
8.2.3 MDM
Column Name:
LinkedPOAMID
Type:
String
Required:
No
Allowed Values / Format:
Matches POA&M id
Why It Matters:
Closure traceability
Example:
PM-00112
Column Name:
ClosureEvidence
Type:
String
Required:
No
Allowed Values / Format:
EvidenceID or repo link
Why It Matters:
Proof of closure
Example:
EV-000311
Column Name:
RetentionClass
Type:
Enum
Required:
Yes
Allowed Values / Format:
1yr, 3yr, 6yr, ContractPlus, Indefinite
Why It Matters:
Policy alignment
Example:
ContractPlus
Column Name:
Confidentiality
Type:
Enum
Required:
Yes
Allowed Values / Format:
Public, Internal, Confidential, Restricted, CUI
Why It Matters:
Access control
Example:
CUI
Column Name:
Notes
Type:
Text
Required:
No
Allowed Values / Format:
Free text
Why It Matters:
Reality happens
Example:
Covers iOS and iPadOS only

Lists Tab Values

  • EvidenceType → Policy, Procedure, ScreenShot, ConfigExport, Report, Ticket, LogExtract, TrainingRecord, Contract, SystemSetting, TestResult, Diagram, Other

  • SystemScope → Endpoints, Servers, Network, CloudSaaS, Identity, Email, BuildPipeline, Physical, Other

  • CUIContent → Yes, No, Unknown

  • RepositoryType → SharePoint, Confluence, GDrive, Ticketing, GRC, S3, Git, SIEM, Other

  • ReviewOutcome → Pass, Pass-With-Notes, Fail, Superseded

  • CoverageStatus → Full, Partial, Superseded, Retired

  • RetentionClass → 1yr, 3yr, 6yr, ContractPlus, Indefinite

  • Confidentiality → Public, Internal, Confidential, Restricted, CUI

Spreadsheet Validation Tips

  • Use named ranges for each list above and apply Data Validation.

  • Add conditional formatting you'll actually use:

  • Red if NextReviewUTC is past due.

  • Yellow if CoverageStatus=Partial and LinkedPOAMID is blank.

  • Red if CUIContent=Yes and RepositoryType is Git or Public.

  • Protect integrity columns (FileHashSHA256, RepositoryVersion, TimeCollectedUTC) from casual edits.

Workflow Best Practices

  • Seed the log from your SSP: at least one EvidenceID per practice.

  • Favor system-generated artifacts (reports, exports) over screenshots.

  • For CUI, always use controlled repos with versioning and hash every file.

  • Assign an Owner and Reviewer up front.

  • Policies = annual review. Config exports = every 6 months. Logs and tickets = every 3 months.

  • Supersede old entries, never delete. Preservation beats regret.

Integrity and Chain of Custody

  • Always capture TimeCollectedUTC and CollectedBy.

  • Always capture RepositoryVersion and FileHashSHA256.

  • Export PDFs for versionless web pages, hash them, and store in versioned repos.

  • Keep logs write-protected and track changes formally.

Retention and Privacy

  • Default to ContractPlus retention unless a contract specifies otherwise.

  • Match Confidentiality to access control and storage rules.

Ready-to-Paste CSV Header

EvidenceID,Title,EvidenceType,PrimaryPractice,AssessmentObjectives,ControlNarrative,SystemScope,CUIContent,CUICategory,RepositoryType,RepositoryPath,RepositoryVersion,FileHashSHA256,TimeCollectedUTC,CollectedBy,Owner,Reviewer,LastValidatedUTC,NextReviewUTC,ReviewOutcome,ReviewNotes,CoverageStatus,GapsAOs,LinkedSSPSection,LinkedPOAMID,ClosureEvidence,RetentionClass,Confidentiality,Notes

Optional JSON Schema

{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "title": "EvidenceLogEntry",
  "type": "object",
  "required": ["EvidenceID","Title","EvidenceType","PrimaryPractice","AssessmentObjectives","ControlNarrative","SystemScope","CUIContent","RepositoryType","RepositoryPath","RepositoryVersion","TimeCollectedUTC","CollectedBy","Owner","Reviewer","LastValidatedUTC","NextReviewUTC","ReviewOutcome","CoverageStatus","LinkedSSPSection","RetentionClass","Confidentiality"],
  "properties": {
    "EvidenceID": {"type":"string","pattern":"^[A-Z]{2}[-_][0-9]{6,}$"},
    "Title": {"type":"string","maxLength":80},
    "EvidenceType": {"type":"string","enum":["Policy","Procedure","ScreenShot","ConfigExport","Report","Ticket","LogExtract","TrainingRecord","Contract","SystemSetting","TestResult","Diagram","Other"]},
    "PrimaryPractice": {"type":"string"},
    "AssessmentObjectives": {"type":"array","items":{"type":"string"}},
    "ControlNarrative": {"type":"string","maxLength":800},
    "SystemScope": {"type":"string","enum":["Endpoints","Servers","Network","CloudSaaS","Identity","Email","BuildPipeline","Physical","Other"]},
    "CUIContent": {"type":"string","enum":["Yes","No","Unknown"]},
    "RepositoryType": {"type":"string","enum":["SharePoint","Confluence","GDrive","Ticketing","GRC","S3","Git","SIEM","Other"]},
    "RepositoryPath": {"type":"string"},
    "RepositoryVersion": {"type":"string"},
    "FileHashSHA256": {"type":"string","pattern":"^[A-Fa-f0-9]{64}$"},
    "TimeCollectedUTC": {"type":"string","format":"date-time"},
    "CollectedBy": {"type":"string"},
    "Owner": {"type":"string"},
    "Reviewer": {"type":"string"},
    "LastValidatedUTC": {"type":"string","format":"date"},
    "NextReviewUTC": {"type":"string","format":"date"},
    "ReviewOutcome": {"type":"string","enum":["Pass","Pass-With-Notes","Fail","Superseded"]},
    "CoverageStatus": {"type":"string","enum":["Full","Partial","Superseded","Retired"]},
    "LinkedSSPSection": {"type":"string"},
    "RetentionClass": {"type":"string","enum":["1yr","3yr","6yr","ContractPlus","Indefinite"]},
    "Confidentiality": {"type":"string","enum":["Public","Internal","Confidential","Restricted","CUI"]}
  }
}

Customization by Contractor Size

  • Small Teams → Collapse Owner and Reviewer if needed, but never the collector. Focus reviews on highest risk evidence semi-annually.

  • Mid/Large Teams → Split by domain owners (e.g., Identity team owns IA and AC, Network owns SC and CM). Automate exports and hash collection with service accounts.

Final Reality Check

  • If an assessor asks "Where did you prove it?" this log answers in one click.

  • If a file changed, your version ID and hash prove you kept the immutable copy.

  • If coverage is partial, your POA&M ID and closure plan are obvious.

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