Staff/Privacy Evidence Gap Review Sequence, Planning Only
Purpose
Define a manual, outside-app review sequence for staff/privacy owners to evaluate the static Evidence Gap Register without storing findings, notes, observations, approvals, decisions, evidence gaps, identities, drafts, routes, APIs, database records, or live workflow state.
Evidence gap review findings must be documented outside the app. This page provides static review lanes, prompts, classifications, sufficiency criteria, and stop conditions only.
Current Review Sequence Boundary
Review sequence status
read-only-evidence-gap-review-sequence-plan
Evidence gap storage status
not-stored
Observation storage status
not-stored
Note capture status
not-captured
Review finding storage status
not-stored
Approval status
not-recorded
Decision status
not-recorded
Implementation status
not-started
Live pilot decision
no-go
Intended Audience
Role labels only. No staff names, resident names, emails, direct contact details, or identity details are included.
Source Pages
| Route | Source purpose | Review contribution | Limitation | Status |
|---|---|---|---|---|
| /protected-preview/staff-privacy-evidence-gap-register/ | Static evidence gap register. | Unresolved evidence gap categories, owner role labels, source pages, conversion rules, and stop conditions. | Does not store gaps, observations, notes, approvals, decisions, or findings. | manual-reference-only / not-generated / not-recorded / not-stored |
| /protected-preview/staff-privacy-dry-run-debrief-template/ | Dry-run debrief structure. | Outside-app debrief roles, observation categories, evidence gap categories, and after-debrief boundaries. | Does not capture notes, observations, evidence gaps, approvals, or decisions. | manual-reference-only / not-generated / not-recorded / not-stored |
| /protected-preview/staff-privacy-review-dry-run-checklist/ | Dry-run rehearsal checklist. | Manual rehearsal flow, simulated reviewer questions, safe answers, stop conditions, and observation categories. | Does not conduct an official review or record outcomes. | manual-reference-only / not-generated / not-recorded / not-stored |
| /protected-preview/review-packet-staff-handoff-notes/ | Staff handoff guidance. | Plain-language meeting frame, send/do-not-send boundaries, safe answers, and after-meeting boundaries. | Does not send packet artifacts or record handoff outcomes. | manual-reference-only / not-generated / not-recorded / not-stored |
| /protected-preview/review-packet-visual-qa-checklist/ | Visual QA checklist. | Stale-reference checks, navigation checks, blocked-chip checks, and content exclusion checks. | Does not store QA findings or generate files. | manual-reference-only / not-generated / not-recorded / not-stored |
| /protected-preview/review-packet-manual-assembly-checklist/ | Manual assembly checklist. | Required packet order, appendix boundaries, redaction checks, and sharing boundaries. | Does not assemble, export, or download a packet. | manual-reference-only / not-generated / not-recorded / not-stored |
| /protected-preview/staff-privacy-review-packet-summary/ | Concise review packet summary. | Meeting-ready overview of evidence, required approvals, unresolved decisions, and no-go status. | Does not record approvals or decisions. | manual-reference-only / not-generated / not-recorded / not-stored |
| /protected-preview/draft-pilot-evidence-package/ | Full planning evidence package. | Planning artifacts, unresolved gates, technical evidence, privacy evidence, and staff workflow questions. | Does not prove implementation readiness. | manual-reference-only / not-generated / not-recorded / not-stored |
| /protected-preview/staff-privacy-decision-record-template/ | Decision areas template. | Default unresolved/not-approved/no-go decision areas and approval gates. | Does not record any decision. | manual-reference-only / not-generated / not-recorded / not-stored |
/demo/
Product context only.
Contribution: Grouped review packet navigation and public-safe route context.
Limitation: Not a staff/privacy decision surface.
manual-reference-only/operator/
Technical appendix/reference only.
Contribution: Diagnostics, route inventory, and safety boundary notes.
Limitation: Not core packet content and not a live admin surface.
manual-reference-only/protected-preview/draft-pilot-activation-readiness/
Activation readiness no-go review.
Contribution: Readiness blockers and implementation no-go status.
Limitation: Does not activate schema, routes, APIs, or workflows.
manual-reference-only/protected-preview/draft-pilot-implementation-plan/
Future implementation plan.
Contribution: Sequencing, dependencies, and gates for possible future implementation.
Limitation: Does not start implementation.
manual-reference-only/protected-preview/draft-pilot-architecture-package/
Architecture planning package.
Contribution: Consolidated technical and policy planning.
Limitation: Does not create storage, routes, or APIs.
manual-reference-only/protected-preview/audit-logging-policy/
Audit policy planning.
Contribution: Minimal future audit metadata boundaries.
Limitation: Does not write audit logs.
manual-reference-only/protected-preview/retention-deletion-policy/
Retention/deletion planning.
Contribution: Future retention categories and deletion rules.
Limitation: Does not run retention or deletion jobs.
manual-reference-only/protected-preview/morning-sheet-visibility-policy/
Morning Sheet visibility planning.
Contribution: Future public/private visibility boundaries.
Limitation: Does not place content on the Morning Sheet.
manual-reference-only/protected-preview/staff-review-procedure/
Staff review procedure planning.
Contribution: Future review lanes, escalation, private hold, and block concepts.
Limitation: Does not create staff decisions.
manual-reference-only/protected-preview/pullup-pushup-draft-schema/
Draft schema planning.
Contribution: Future draft fields and sensitive-content boundaries.
Limitation: Does not store drafts.
manual-reference-onlyReview Lanes
Identity And Access
Lane id: identity-and-access; owner role label: privacy-owner
Primary questions: May any identity value ever be stored? How does Cloudflare Access remain an outer boundary only? What actor and role mapping evidence is missing?
Evidence needed: approved identity policy; no-claim-storage rule; actor reference lifecycle; role mapping boundary.
Related categories: identity-policy, access-boundary, pseudonymous-actor-policy, role-mapping-policy
Stop condition: Stop if anyone suggests storing email, name, claims, JWTs, tokens, or raw identity headers before policy approval.
unresolved not-stored not-recorded blocks-implementationDraft Content And Consent
Lane id: draft-content-and-consent; owner role label: clinical-or-program-reviewer
Primary questions: What real draft content may ever be stored? What content must be blocked? When are subject notification and consent required?
Evidence needed: draft content policy; blocked content list; subject notification policy; consent and private-only boundaries.
Related categories: draft-content-policy, pull-up-safety-policy, push-up-recognition-policy, subject-consent-and-notification
Stop condition: Stop if anyone asks to paste real draft content into the app.
unresolved not-stored not-recorded blocks-implementationStaff Review And Escalation
Lane id: staff-review-and-escalation; owner role label: staff-review-lead
Primary questions: Who may review drafts? What reviewer permissions are required? What harmful-content escalation procedure exists?
Evidence needed: reviewer role policy; review lane definitions; escalation rules; revision, block, and private-hold criteria.
Related categories: staff-review-procedure, reviewer-permission-policy, harmful-content-escalation
Stop condition: Stop if anyone suggests automatic approval, automatic rejection, punitive actions, or broad staff access.
unresolved not-stored not-recorded blocks-implementationMorning Sheet Visibility
Lane id: morning-sheet-visibility; owner role label: program-lead
Primary questions: What can ever appear publicly? What must remain private-only? Who approves visibility and redaction policy outside the app?
Evidence needed: visibility policy; subject consent or notification policy; redaction procedure; public/private distinction.
Related categories: morning-sheet-visibility, subject-consent-and-notification, push-up-recognition-policy
Stop condition: Stop if anyone suggests automatic Morning Sheet placement.
unresolved not-stored not-recorded blocks-implementationRetention Deletion And Audit
Lane id: retention-deletion-and-audit; owner role label: privacy-owner
Primary questions: What is retained? What is deleted? What audit metadata is minimal and non-content?
Evidence needed: retention schedule; deletion rights and procedure; minimal audit metadata policy; audit visibility boundaries.
Related categories: retention-policy, deletion-policy, audit-policy, audit-visibility
Stop condition: Stop if anyone suggests storing draft bodies before content, retention, deletion, and audit policy approval.
unresolved not-stored not-recorded blocks-implementationTechnical Implementation Boundary
Lane id: technical-implementation-boundary; owner role label: technical-owner
Primary questions: What schema, migration, route, API, and rollback evidence is missing? What read/write runtime policy must exist before implementation? What support or incident evidence is needed?
Evidence needed: approved schema package; local validation evidence; protected read/write policies; rollback and incident plan.
Related categories: schema-and-migration, protected-read-runtime, protected-write-endpoints, rollback-and-incident-support
Stop condition: Stop if anyone suggests creating protected APIs, live routes, D1 tables, or database writes before approval.
unresolved not-stored not-recorded blocks-implementationAI Use And Automation
Lane id: ai-use-and-automation; owner role label: privacy-owner
Primary questions: May AI ever process real drafts? What automatic actions remain blocked? What explicit AI-use policy is required?
Evidence needed: explicit AI-use policy or prohibition; no automatic decision policy; no automatic Morning Sheet placement policy.
Related categories: ai-use-policy, harmful-content-escalation, morning-sheet-visibility
Stop condition: Stop if anyone suggests sending real drafts to AI without explicit policy.
unresolved not-stored not-recorded blocks-implementationPilot Scope And Support
Lane id: pilot-scope-and-support; owner role label: program-lead
Primary questions: What is the smallest safe pilot? Who supports incidents? What rollback and stop path exists?
Evidence needed: small pilot group approval; support owner role; incident response procedure; rollback and exit criteria.
Related categories: small-pilot-scope, rollback-and-incident-support
Stop condition: Stop if anyone suggests resident-wide launch.
unresolved not-stored not-recorded blocks-implementationLanguage And Confusion Risk
Lane id: language-and-confusion-risk; owner role label: operator
Primary questions: What language could be misread as approval or launch readiness? What wording sounds like surveillance, punishment, tracking, scoring, or clinical validation? Where does the page need clearer no-go framing?
Evidence needed: revised wording; no-go framing; visual QA findings; staff/privacy readability feedback.
Related categories: language-and-confusion-risk, distribution-and-sharing
Stop condition: Stop if any page sounds like the pilot is ready, approved, punitive, clinical, tracked, or scored.
unresolved not-stored not-recorded blocks-implementationReview Sequence Steps
- Confirm this is not a live review. manual-read-only not-stored not-recorded
- Confirm no notes, observations, evidence gaps, approvals, or decisions are stored in the app. manual-read-only not-stored not-recorded
- Open the Evidence Gap Register. manual-read-only not-stored not-recorded
- Review source pages and evidence limitations. manual-read-only not-stored not-recorded
- Review identity-and-access lane. manual-read-only not-stored not-recorded
- Review draft-content-and-consent lane. manual-read-only not-stored not-recorded
- Review staff-review-and-escalation lane. manual-read-only not-stored not-recorded
- Review morning-sheet-visibility lane. manual-read-only not-stored not-recorded
- Review retention-deletion-and-audit lane. manual-read-only not-stored not-recorded
- Review technical-implementation-boundary lane. manual-read-only not-stored not-recorded
- Review ai-use-and-automation lane. manual-read-only not-stored not-recorded
- Review pilot-scope-and-support lane. manual-read-only not-stored not-recorded
- Review language-and-confusion-risk lane. manual-read-only not-stored not-recorded
- Classify each outside-app finding as policy gap, privacy gap, staff workflow gap, technical gap, or language risk. manual-read-only not-stored not-recorded
- Confirm no finding becomes an approval. manual-read-only not-stored not-recorded
- Confirm no finding is stored in the app. manual-read-only not-stored not-recorded
- Convert only approved outside-app findings into future planning candidates. manual-read-only not-stored not-recorded
- Confirm implementation remains no-go. manual-read-only not-stored not-recorded
Lane-by-Lane Prompts
Identity And Access
Ask whether any identity value may ever be stored and what Access, actor, and role evidence is missing.
Ask: May any identity value ever be stored? How does Cloudflare Access remain an outer boundary only? What actor and role mapping evidence is missing?
Look for: approved identity policy; no-claim-storage rule; actor reference lifecycle; role mapping boundary.
Sufficient: approved identity policy; no-claim-storage rule; actor reference lifecycle; role mapping boundary.
Insufficient: any request to store email, name, claims, JWTs, tokens, or raw identity headers before policy approval.
Prohibited shortcut: storing identity before identity policy approval
Stop condition: Stop if anyone suggests storing email, name, claims, JWTs, tokens, or raw identity headers before policy approval.
Summarize the unresolved question outside the app with role labels only; do not store findings, notes, evidence gaps, approvals, or decisions in the app.
Draft Content And Consent
Ask what real draft content may ever be stored, what must be blocked, and when subject notification or consent is required.
Ask: What real draft content may ever be stored? What content must be blocked? When are subject notification and consent required?
Look for: draft content policy; blocked content list; subject notification policy; consent and private-only boundaries.
Sufficient: draft content policy; consent/notification policy; blocked content list; private-only content policy.
Insufficient: any request to paste real draft content into the app or store draft bodies before policy approval.
Prohibited shortcut: collecting or storing draft content before content, consent, retention, deletion, and audit policy approval
Stop condition: Stop if anyone asks to paste real draft content into the app.
Summarize the unresolved question outside the app with role labels only; do not store findings, notes, evidence gaps, approvals, or decisions in the app.
Staff Review And Escalation
Ask who may review, what reviewer role permissions are required, and how harmful content escalates.
Ask: Who may review drafts? What reviewer permissions are required? What harmful-content escalation procedure exists?
Look for: reviewer role policy; review lane definitions; escalation rules; revision, block, and private-hold criteria.
Sufficient: reviewer role policy; escalation rules; revision criteria; block criteria; private-hold criteria.
Insufficient: automatic approval, automatic rejection, broad reviewer access, or punitive staff decisions.
Prohibited shortcut: adding staff decision controls before review and audit policy approval
Stop condition: Stop if anyone suggests automatic approval, automatic rejection, punitive actions, or broad staff access.
Summarize the unresolved question outside the app with role labels only; do not store findings, notes, evidence gaps, approvals, or decisions in the app.
Morning Sheet Visibility
Ask what can ever appear publicly and what redaction or consent evidence is required.
Ask: What can ever appear publicly? What must remain private-only? Who approves visibility and redaction policy outside the app?
Look for: visibility policy; subject consent or notification policy; redaction procedure; public/private distinction.
Sufficient: visibility policy; subject consent/notification policy; redaction procedure.
Insufficient: automatic Morning Sheet placement or public visibility without consent and redaction policy.
Prohibited shortcut: placing content on the Morning Sheet before visibility, consent, and redaction approval
Stop condition: Stop if anyone suggests automatic Morning Sheet placement.
Summarize the unresolved question outside the app with role labels only; do not store findings, notes, evidence gaps, approvals, or decisions in the app.
Retention Deletion And Audit
Ask what is retained, what is deleted, and what minimal audit metadata is allowed.
Ask: What is retained? What is deleted? What audit metadata is minimal and non-content?
Look for: retention schedule; deletion rights and procedure; minimal audit metadata policy; audit visibility boundaries.
Sufficient: retention/deletion schedule; deletion rights; audit visibility policy; non-content audit rules.
Insufficient: draft body storage before retention, deletion, and audit policy approval.
Prohibited shortcut: adding storage before retention, deletion, and audit boundaries are approved
Stop condition: Stop if anyone suggests storing draft bodies before content, retention, deletion, and audit policy approval.
Summarize the unresolved question outside the app with role labels only; do not store findings, notes, evidence gaps, approvals, or decisions in the app.
Technical Implementation Boundary
Ask what schema, route, API, migration, rollback, and incident evidence is missing.
Ask: What schema, migration, route, API, and rollback evidence is missing? What read/write runtime policy must exist before implementation? What support or incident evidence is needed?
Look for: approved schema package; local validation evidence; protected read/write policies; rollback and incident plan.
Sufficient: approved schema package; migration evidence; protected read/write policies; rollback plan.
Insufficient: protected APIs, live routes, active migrations, or database writes before approval.
Prohibited shortcut: creating protected APIs, protected live routes, active migrations, D1 tables, reads, or writes before approval
Stop condition: Stop if anyone suggests creating protected APIs, live routes, D1 tables, or database writes before approval.
Summarize the unresolved question outside the app with role labels only; do not store findings, notes, evidence gaps, approvals, or decisions in the app.
AI Use And Automation
Ask whether AI may ever process real drafts and what automatic actions remain blocked.
Ask: May AI ever process real drafts? What automatic actions remain blocked? What explicit AI-use policy is required?
Look for: explicit AI-use policy or prohibition; no automatic decision policy; no automatic Morning Sheet placement policy.
Sufficient: explicit AI-use policy or explicit prohibition; automation prohibition boundaries.
Insufficient: real draft AI processing without explicit policy.
Prohibited shortcut: sending real drafts to AI or automating decisions before explicit policy
Stop condition: Stop if anyone suggests sending real drafts to AI without explicit policy.
Summarize the unresolved question outside the app with role labels only; do not store findings, notes, evidence gaps, approvals, or decisions in the app.
Pilot Scope And Support
Ask what the smallest safe pilot is and who supports incidents.
Ask: What is the smallest safe pilot? Who supports incidents? What rollback and stop path exists?
Look for: small pilot group approval; support owner role; incident response procedure; rollback and exit criteria.
Sufficient: pilot group approval; support owner; incident response; rollback.
Insufficient: resident-wide launch or pilot scope without support/incident procedure.
Prohibited shortcut: resident-wide launch or pilot expansion before support, incident, and rollback gates
Stop condition: Stop if anyone suggests resident-wide launch.
Summarize the unresolved question outside the app with role labels only; do not store findings, notes, evidence gaps, approvals, or decisions in the app.
Language And Confusion Risk
Ask what language could be misread as approval, surveillance, punishment, tracking, scoring, or clinical validation.
Ask: What language could be misread as approval or launch readiness? What wording sounds like surveillance, punishment, tracking, scoring, or clinical validation? Where does the page need clearer no-go framing?
Look for: revised wording; no-go framing; visual QA findings; staff/privacy readability feedback.
Sufficient: revised language; clear no-go framing; no surveillance or clinical claim wording.
Insufficient: language that makes the pilot sound ready, approved, punitive, clinical, tracked, or scored.
Prohibited shortcut: using wording that implies approval, surveillance, punishment, tracking, scoring, clinical validation, or launch readiness
Stop condition: Stop if any page sounds like the pilot is ready, approved, punitive, clinical, tracked, or scored.
Summarize the unresolved question outside the app with role labels only; do not store findings, notes, evidence gaps, approvals, or decisions in the app.
Gap Classification Guide
| Category | Definition | Example | Owner role | Conversion rule | Status |
|---|---|---|---|---|---|
| Policy Gap | A policy question remains unanswered or lacks an owner role. | Who may submit push-ups is unresolved. | program-lead | Convert into a future planning phase only after outside-app policy owner review. | not-stored / not-recorded |
| Privacy Gap | A privacy boundary, consent rule, retention consequence, or identity rule is unclear. | Subject consent before visibility is unresolved. | privacy-owner | Resolve before storage, visibility, or identity design. | not-stored / not-recorded |
| Staff Workflow Gap | A review role, escalation step, or staff workload question is unresolved. | Harmful-content escalation lacks a lane owner. | staff-review-lead | Resolve before staff review writes or queue planning. | not-stored / not-recorded |
| Technical Gap | A schema, migration, endpoint, runtime, rollback, or access boundary is unresolved. | Rollback evidence is not defined. | technical-owner | Resolve before active migrations, APIs, protected live routes, or storage. | not-stored / not-recorded |
| Support/Incident Gap | A support owner, incident response, stop path, or harm response is unclear. | No support owner role is named for pilot incidents. | program-lead | Resolve before small pilot approval. | not-stored / not-recorded |
| Language Risk | Wording may imply launch, approval, surveillance, punishment, tracking, scoring, or clinical validation. | A page sounds like the pilot is ready. | operator | Revise page language before handoff. | not-stored / not-recorded |
| Evidence Sufficiency Gap | The concern is named but the evidence needed for resolution is incomplete. | The policy is mentioned but no decision authority is clear. | observer-note-taker | Convert into a more precise evidence request outside the app. | not-stored / not-recorded |
| Distribution/Sharing Gap | Packet audience, redaction, versioning, or sharing boundary is unresolved. | No distribution policy is approved for packet materials. | privacy-owner | Resolve before packet sharing beyond protected staff/privacy review. | not-stored / not-recorded |
| AI-Use Gap | Any question about AI processing, automatic review, or automation remains unresolved. | Real-draft AI review policy is unresolved. | privacy-owner | Keep AI processing of real drafts blocked until explicit AI-use policy exists. | not-stored / not-recorded |
| Pilot Scope Gap | Pilot group size, duration, support coverage, or exit criteria is unresolved. | Smallest safe pilot group is not defined. | program-lead | Resolve before any live pilot planning. | not-stored / not-recorded |
Evidence Sufficiency Criteria
Sufficient Only When
- responsible owner role is identified
- policy question is answered outside the app
- decision authority is clear
- privacy boundary is explicit
- retention/deletion consequence is explicit where relevant
- audit/minimization consequence is explicit where relevant
- implementation implication is clear
- rollback/incident consequence is clear where relevant
- no sensitive personal details are included
- no approval is recorded in the app
Insufficient When
- it names a concern but no owner role
- it says staff should decide later without naming a decision category
- it implies launch without approval
- it includes real resident or staff details
- it relies on AI-generated policy judgment
- it fails to state whether storage is allowed or blocked
- it fails to distinguish private-only from public or Morning Sheet content
- it fails to address deletion, retention, or audit consequences
- it is captured only inside the app
Unresolved Outcome Categories
Stop Conditions
- reviewer asks to enter notes into the app
- reviewer asks to store evidence gaps in the app
- reviewer asks to record approval in the app
- reviewer asks to record a decision in the app
- reviewer asks to enter real names, emails, draft content, staff notes, or sensitive details
- reviewer suggests storing identity before identity policy approval
- reviewer suggests storing drafts before content, retention, and deletion approval
- reviewer suggests enabling staff decisions before audit and review policy approval
- reviewer suggests Morning Sheet placement before visibility and consent approval
- reviewer suggests AI processing of real drafts
- reviewer suggests resident-wide launch
- any page implies protected APIs, protected live routes, database reads, database writes, tracking, scoring, analytics, surveillance, discipline, or clinical validation exist
Outside-App Documentation Guidance
- document review findings outside the app
- use role labels, not real person names
- summarize questions as policy or technical gaps, not personal narratives
- never copy resident or staff data into the app
- never copy real draft content into the app
- never store approvals or decisions in the app
- never convert review findings directly into implementation
- convert findings into future planning phases only after appropriate review
- keep implementation no-go until approvals and technical gates are complete
What Not To Document
Conversion Rules For Future Planning Phases
- a finding may become a future planning phase only after outside-app review
- no finding becomes implementation authorization
- no finding becomes an approval record
- no finding becomes a staff decision
- no finding becomes a live task record
- no finding creates storage or a database table
- future phases must remain planning-only until explicit implementation approval
- policy gaps must be resolved before implementation design
- privacy gaps must be resolved before storage design
- staff workflow gaps must be resolved before staff review writes
- technical gaps must be resolved before active migrations or APIs
- AI-use gaps must remain blocked until explicit AI-use policy exists
- Morning Sheet visibility gaps must remain blocked until visibility, consent, and review policy are approved
What Remains Blocked
Recommended Next Phase
Phase 10.21 — Staff/Privacy Review Packet Handoff Freeze, Planning Only
The evidence gap review sequence now defines the manual lane order, role-label responsibilities, gap classification rules, sufficiency criteria, stop conditions, outside-app documentation boundaries, and conversion rules. The next planning phase may freeze packet route order, review status, and handoff instructions as a no-go review artifact while keeping approvals, decisions, protected APIs, protected live routes, reads, writes, storage, and workflow activation blocked.
Boundaries: no note capture; no observation storage; no evidence-gap storage; no review-finding storage; no approval recording; no decision storage; no protected live routes; no protected API routes; no database reads; no database writes; no active migrations; no draft storage; no account storage; no actor storage; no identity capture; no staff decisions; no Morning Sheet placement; no tracking; no analytics; no scoring.
recommended-next