# Evidence management and overview

> The Evidence page lists every file uploaded to Tidal Control. How to filter by document usage, search inside documents, sort the list, and add new documents.

Source: https://tidalcontrol.com/docs/evidence/managing-documents

The Evidence page is the single list of every file uploaded to Tidal, whether it was attached to a task, a policy, or a control. This article covers finding files in it, uploading new ones, and why some files cannot be deleted.

## Evidence page overview

The **Evidence** page gives you a central overview of all files uploaded to Tidal Control. These files are used as evidence for tasks, policy documentation for controls, and general compliance documentation.

> **info:**

**Where to find it:** This overview now lives under **Settings → Evidence**. It was previously a top-level "Documents" page; the functionality is unchanged, only the location and name have moved.

![Evidence overview](/images/help/documents_overview.png)

### What you see in the overview

Each row shows the filename, when it was uploaded, and two icons counting how often it's actually in use.

**Per document is shown:**
- **Name** - Original name of uploaded file
- **Created Date** - When the document was added
- **Usage indication** - Two icons with numbers showing:
  - **Paperclip icon (Evidence)** - How often used as evidence in Tasks
  - **Controls icon** - How often used as documentation in Controls
- **Created By** - Who added the document

## Filtering and searching documents

The usage filters are the useful ones here: they separate files that are being used as evidence from files that are not attached to anything.

### Document usage filters

Filter for unused files to find candidates for cleanup, since an orphaned upload can usually be deleted safely.

**Filter by usage status:**
- **Linked** - Documents linked to Tasks as evidence
- **Unlinked** - Uploaded documents not yet used anywhere

> **tip:**

**Clean up orphaned documents**: Use the "Unlinked" filter regularly to identify unused files. These can often be safely deleted to keep your document library organized.

### Searching in documents

Search matches filenames, and combining it with a usage filter narrows results further.

**Search functionality:**
1. **Click in the search field** at the top of the page
2. **Type filename** or part of the name
3. **Results filter** automatically while typing
4. **Combine with usage filters** for specific searches

**Search tips:**
- Search by **date** - for example "2025" for all documents from this year
- Search by **type** - for example "policy" for policy documents
- Search by **subject** - for example "security" for security-related files

## Sorting documents

Sort the list by name, date, or size to find a specific upload.

### Sort options

Sort the list by upload date, filename, or the person who uploaded it.

**Available sorting methods:**
- **Newest** - Most recently uploaded documents first
- **Oldest** - Oldest documents first
- **Name (A-Z)** - Alphabetical by filename
- **Name (Z-A)** - Reverse alphabetical
- **Author (A-Z)** - Alphabetical by uploader name
- **Author (Z-A)** - Reverse by uploader

## Adding new documents

Files can be uploaded in bulk, which is the fastest way to populate your policies.

### Uploading documents

1. **Click "Add Document"** in top right (blue button)
2. **Select file(s)** from your computer
3. **Files are uploaded** and appear in overview
4. **Status is "Unlinked"** until you link them to tasks or controls

### Best practices for uploading

- **Batch upload** - It's possible to upload multiple documents at once. This is especially applicable for setting up Policies.
- **Link to tasks** - Go to the Tasks page and [Upload files there](/docs/tasks/handling-and-completing-tasks#uploading-files)
- **Link to Policies** - Go to the Policies page and [Upload files there](/docs/policies/creating-and-editing-policies#uploading-existing-documents)

## Using and linking documents

Files are attached from the item that needs them, not from the Evidence page itself. To use a file as evidence for a task, go to the [Tasks page and upload it there](/docs/tasks/handling-and-completing-tasks#uploading-files). To attach one to a policy, go to the [Policies page and upload it there](/docs/policies/creating-and-editing-policies#uploading-existing-documents). Either way the file then appears in this overview, with an icon showing what it is used for.

## Managing and maintaining documents

Select files with the checkboxes to act on several at once. Only files that are not linked to anything can be deleted.

### Selecting documents

1. **Click checkboxes** to the left of documents you want to manage
2. **Select multiple** by checking different checkboxes
![Documenten verwijderen](/images/help/documents_multiselect.png)

3. **Bulk actions** become available at the top of the list

### Deleting documents

> **info:**

To maintain audit trail integrity, only orphaned documents (not linked to tasks, policies, or vendor documentation) can be deleted.

**Deletion steps:**
1. **Select document(s)** with checkboxes
2. **Click "Delete" button** (red, top right)
3. **Confirm deletion** in dialog
4. **Documents are permanently** deleted

**When safe to delete:**
- **Unlinked** documents without links
- **Old versions** of updated policy documents
- **Test uploads** not intended for production
- **Duplicates** of existing documents

> **warning:**

**Be careful with deletion**: Always check that documents are not being used as evidence or policy before deleting them. Deleted documents cannot be recovered.

## Next steps

Now that you know how to manage documents in Tidal Control:
- **Upload systematically** relevant policy documents and procedures
- **Link directly** to tasks and policies for maximum traceability
- **Maintain regularly** your document library for optimal organisation
- **Monitor usage** to identify important and unused documents

For problems and frequently asked questions, see [Troubleshooting & FAQ](/docs/evidence/troubleshooting-and-faq).