Summary
When you use Ordiva in Evidence Only Mode, Ordiva does not store your documents.
You provide references and attestations. You are solely responsible for maintaining custody, integrity,
and availability of all referenced documents. Ordiva cannot produce documents for audits, legal discovery,
or regulatory inquiries — only you can.
1. What is Evidence Only Mode?
Evidence Only Mode is Ordiva's default operating mode. In this mode:
- Documents are never uploaded to Ordiva servers
- You provide references to documents (filename, URL, storage location, identifier)
- You make attestations about document contents and existence
- Ordiva records these references and attestations in an audit trail
- The actual documents remain in your systems under your control
2. Your Responsibilities
By using Evidence Only Mode, you agree that you are solely responsible for:
2.1 Document Custody
- Maintaining custody of all documents referenced in Ordiva
- Ensuring documents are stored securely in your systems
- Implementing appropriate access controls
- Maintaining backup copies of critical documents
2.2 Document Integrity
- Ensuring documents are not modified after attestation (unless you record new attestations)
- Implementing version control where appropriate
- Maintaining chain of custody records
2.3 Document Availability
- Ensuring documents can be produced when needed
- Maintaining documents for required retention periods
- Producing documents for audits, legal proceedings, or regulatory inquiries
2.4 Accurate Attestations
- Ensuring all attestations are truthful and accurate
- Not making attestations about documents you have not reviewed
- Updating attestations if document status changes
3. What Ordiva Provides
In Evidence Only Mode, Ordiva provides:
- Audit Trail: Immutable record of who attested what, when, and for which case
- Workflow Tracking: Record of workflow execution and step completion
- Reference Storage: Storage of document references and metadata
- Reports: Compliance reports showing attestation history
4. What Ordiva Does NOT Provide
In Evidence Only Mode, Ordiva does NOT:
- Store your documents
- Have access to your documents
- Verify the existence of referenced documents
- Verify the contents of referenced documents
- Produce documents for third parties
- Guarantee document integrity
- Maintain document backups
5. Audit and Compliance Implications
When auditors, regulators, or legal counsel request documents referenced in Ordiva:
- You must produce the documents from your own systems
- Ordiva can provide audit trail reports showing attestation history
- Ordiva cannot produce documents we do not have
- You should have documented procedures for document retrieval
6. Legal Discovery
In legal proceedings:
- Document production requests must be fulfilled from your systems
- Ordiva can provide audit logs as supplementary evidence
- Ordiva cannot be compelled to produce documents we never possessed
- Your attestations may be used as evidence of document existence at specific times
7. Mode Permanence
Evidence Mode is selected during organization registration and becomes part of your organizational identity.
- Mode selection is a one-time decision during setup
- Mode transitions are not automatic
- Requesting a mode change requires formal application and review
- Mode changes may require contract modification
- Historical data handling during transitions is complex and requires planning
8. Alternative: Document Custody Mode
If you need Ordiva to store and manage your documents, consider Document Custody Mode:
- Ordiva stores documents with encryption and access controls
- Ordiva maintains document custody and can produce documents
- Available for Enterprise customers
- Requires separate agreement (Document Custody Agreement)
Contact us to discuss Document Custody Mode.
9. Acknowledgment
By using Ordiva in Evidence Only Mode, you acknowledge that you have read, understood, and agree to
the responsibilities outlined in this disclaimer. You understand that Ordiva stores only references
and attestations, and that you bear full responsibility for the documents themselves.
10. Questions
If you have questions about Evidence Mode or need clarification on your responsibilities:
Email: hello@mmekeservices.com
Support: support@mmekeservices.com