Traceable claims database with source locators and review flags
Back to Case Studies
Policy Evidence Workflow for a Local Government White Paper
I built the working system behind evidence capture, thematic synthesis, drafting, and review for the South African White Paper on Local Government process.
The work started with mixed-format public submissions and research reports, moved through claims coding, synthesis packs, thematic reporting, triangulation, and a searchable evidence assistant, then expanded into supporting the compilation of the February 2026 draft White Paper. After that, I built a coded review-comments database covering feedback from members of the public, specialist organisations, consultants, and government officials to support the final White Paper, which is now being finalised.
What this project delivered
100-page integrated synthesis for drafting and specialist review
11 thematic reports across the core reform themes
February 2026 draft white paper for public consultation
Live coded review-comments database for the consultation phase
Draft compiled February 2026; final White Paper now being finalised
Final White Paper currently being finalised
Claims database, synthesis packs, thematic reports, evidence assistant, review-comments database
Built the working system behind evidence capture, synthesis, drafting support, and coded review for the February 2026 draft White Paper and the finalisation process.
Project overview
The problem
A national local government review needed one defensible route from public submissions to drafting and later consultation review. Inputs arrived in mixed formats, specialist scrutiny was high, and the team could not afford to lose the line from source text to claims, themes, and policy language. The system also had to support more than analysis: it needed to feed drafting, survive public consultation, and keep later review comments visible instead of letting them disappear into tracked changes.
Context
The engagement sat inside a high-scrutiny national review of local government in South Africa. The work had to hold up across public consultation, specialist review, drafting, and later comment handling, not just produce a one-off report.
Constraints
Inputs arrived in mixed formats, every important claim needed a quote and locator, and specialist comments could not disappear into tracked changes or email threads. The workflow had to stay defensible while the scope expanded from submission synthesis into white paper drafting and live review management.
What the team needed
- A controlled intake and coding workflow for high-volume public submissions and later specialist review material
- A shared taxonomy and claims structure that linked every coded point back to source text
- Synthesis outputs the team could reuse across themes, drafting rounds, and policy optioning
- Fast retrieval for drafters without losing attribution or review history
- A review-comments system that kept consultation feedback visible after the draft white paper was released
Build
What I built
A traceable policy evidence workflow spanning submission coding, thematic synthesis, drafting support, and a coded review-comments database.
Named systems and workflow pieces
- Controlled intake, metadata capture, dedupe checks, status tracking, and review flags across mixed inputs
- A structured claims database with taxonomy, quote fields, source locators, and audit-ready traceability
- A 100-page integrated synthesis and 11 thematic reports for specialist review and drafting
- Triangulation views comparing public submission signals with specialist signals
- An interactive evidence assistant for retrieval, drafting support, and side-by-side comparison
- Drafting support that fed directly into the February 2026 white paper for public consultation
- A live coded review-comments database for consultation feedback, with the review phase still active
Where this connects to the services
This delivery combined database architecture for evidence workflows, custom AI retrieval systems, data synthesis services, and report writing systems in one working stack so the team could move from raw submissions into drafting and live review without losing the route back to source material.
Visual proof
One system linked evidence, drafting, and review
The workflow kept submissions, thematic synthesis, drafting, and consultation comments inside one traceable chain instead of splitting them across folders and tracked changes.
Capture
Public submissions and specialist inputs entered a controlled intake with metadata, status, and source locators.
Synthesize
Claims, themes, and issue patterns rolled up into a 100-page pack and 11 thematic reports.
Draft
Drafters could retrieve evidence, compare signals, and write toward the February 2026 white paper.
Review
Consultation feedback moved into a live coded comments database instead of disappearing into tracked changes.
Submission to coded claim to synthesis pack to draft white paper to coded review comment
Execution
How it worked
The workflow moved from raw material to usable output through a short sequence of controlled steps.
Process
- 01
Collected and cleaned mixed-format submissions into one controlled intake workflow
- 02
Turned submissions into discrete claims with themes, quotes, and locators
- 03
Produced synthesis packs, ranked issue lists, and cross-theme summaries for review
- 04
Compared public submission patterns with specialist commentary
- 05
Built retrieval support so drafting could stay tied to the coded evidence base
- 06
Linked draft white paper statements back to evidence and tracked review comments in the live database
Deliverables
Outputs
These were the named assets, dated deliverables, and working materials left behind by the project.
Working outputs
- Claims and evidence database with traceable source locators
- 100-page integrated synthesis pack
- 11 thematic reports plus cross-cutting synthesis
- Interactive evidence assistant
- February 2026 draft white paper for public consultation
- Live coded review-comments database
Outcome
Result
Built the working system behind evidence capture, synthesis, drafting support, and coded review for the February 2026 draft White Paper and the finalisation process.
Main result
- Delivered the evidence base behind a national white paper draft and moved the project into a live coded review phase
- Produced a 100-page integrated synthesis and 11 thematic reports that the team could reuse across drafting and review
- Made the February 2026 draft white paper feasible without losing traceability back to public and specialist inputs
- Replaced scattered comment handling with a coded review workflow that could survive consultation
- Left the team with reusable assets for drafting, review, and finalisation
Policy drafting gets stronger when evidence capture, synthesis, drafting, and review comments stay inside one linked system instead of being split across folders, tracked changes, and one-off summaries.
Qualification
Best fit
These are the situations where this kind of evidence workflow tends to be the strongest fit.
Who this is best for
- Public consultation projects with high volumes of submissions or comments
- Policy drafting teams that need evidence traceability through review
- Research programmes moving from raw inputs to a public draft
- Review-heavy projects where comments must stay linked to theme, source, and status
- Teams that need a review-comments database before finalisation
Relevant services
Service stack connected to this case study
This case study sits inside the same delivery work, service logic, and practical outcomes shown across the site.
Database Architecture
Design practical database systems so information can be captured, organised, and used more effectively.
Custom AI Building
Build custom AI knowledge bases and tools around your own data environment.
Data Synthesis
Combine and interpret inputs from multiple sources into integrated findings.
Report Writing
Develop clear, structured outputs from evidence, data, and synthesised information.
Insight Generation
Turn raw data and synthesis into practical insights for decisions, planning, and strategy.
Similar case studies
Similar case studies
These are the closest delivery examples on the site, based on the same service mix, adjacent workflow logic, or a very similar problem shape.
Let's talk
Need a similar workflow?
If you are running a South African or international policy, research, or consultation project with the same evidence and review pressure, send a short brief and I can assess fit quickly.