Exporting Reports

Why Export?

Steward's export feature creates comprehensive documentation packages that are designed to be:

Legally defensible: Complete audit trails and immutable records
Insurance-ready: Professional formatting that claims adjusters expect
Self-contained: All relevant information in one package
Verifiable: Export metadata and timestamps for authenticity

What's Included in an Export

When you export an incident, you receive a comprehensive package containing:

Cover Page

A professional cover sheet with:

Organization name and logo
Incident ID and title
Export date and time
Prepared by information
Confidentiality notice

Incident Summary

A structured summary including:

Category and status
Date, time, and location
Reporter information
Ministry/department
Flags (urgent, private, legal hold)

Original Report

The complete, unmodified original incident submission. This preserves the exact wording and details as they were first recorded.

Involved Parties

Details of all individuals involved in the incident, including their roles and contact information.

Timeline

A chronological list of all follow-ups, comments, and status changes, including:

Reporter follow-ups
Internal comments (marked as such)
Information requests and responses
Status changes with timestamps

Amendments

Any corrections or clarifications made to the original report, clearly marked with:

What was changed
Why it was changed
Who made the change
When it was made

Resolution Outcome

For closed incidents, the export includes the resolution details:

Outcome type (Resolved, Referred, No Action Required, Inconclusive, Ongoing Monitoring)
Resolution summary written by the reviewer who closed the incident
Who closed it and when

Attachments

All active photos, documents, and files associated with the incident. Attachments are included in the export package with their original filenames and metadata. Soft-deleted (removed) attachments are excluded from exports.

Audit Log

A complete record of every action taken on the incident:

Who did what
When they did it
Status changes
Reviewer assignment changes
Export history

Retention Statement

Information about your organization's data retention policy and when this record is scheduled for deletion (if applicable).

Export Formats

PDF Export

A single PDF document containing all text content, formatted for easy reading and printing. Ideal for:

Insurance claims
Legal review
Board presentations
Official records

ZIP Package

A ZIP archive containing the PDF report plus all original attachments in their native formats. Use this when you need:

Original photo files for detailed examination
Editable documents
Complete file preservation

How to Export

Single Incident Export

Open the incident you want to export
Click the Export button in the toolbar
Choose an export preset:
- Insurance Report — focused summary for claims adjusters
- Legal Packet — comprehensive record with full audit trail
- Leadership Briefing — concise overview for board or leadership review
The export will be generated and downloaded as a PDF

Future: Bulk and CSV Exports

Bulk multi-incident exports and CSV data exports are planned for a future release. Currently, incidents are exported individually.

Export Audit Trail

Every export is logged in the incident's audit trail:

Who generated the export
When it was generated
What format was used

This creates accountability and helps track what information has been shared outside the system.

Who Can Export

Export access is restricted to senior staff roles to ensure proper governance over information leaving the system:

Privileged Reviewers: Can export all incidents including private
Administrators: Full export access including bulk exports
Owners: Full export access

Reporters and Reviewers cannot generate exports directly. If they need a copy of an incident report, they should request it from a Privileged Reviewer or Administrator.

Every export is logged in the audit trail, creating accountability for information shared outside the system.

Best Practices

Export complete incidents: Wait until an incident is fully documented before exporting for official purposes
Use ZIP for legal: Legal counsel often wants original files, not just PDFs
Document the reason: Note in the incident why an export was needed
Secure the exports: Treat exported files with the same care as the original data
Check before sharing: Review exports before sending to ensure they contain appropriate information