Forms and records SHALL provide governance evidence for EX-IP-04 — Cost Estimate Inspection.
Forms and records MUST support impartiality, auditability, and traceability without defining workflows or implementation.

2. Master Table of Forms / Records

| Form ID | Form Name | Purpose | Creator Role | Reviewer Role | Approver Role | Procedure Section | Mandatory / Conditional | | --- | --- | --- | --- | --- | --- | --- | --- | | F-IP-04-01 | Cost Estimate Submission Record | Capture cost estimate submission evidence. | Applicant / Client | UNDEFINED — GOVERNANCE DECISION REQUIRED | UNDEFINED — GOVERNANCE DECISION REQUIRED | Submission | Mandatory | | F-IP-04-02 | Assignment Record | Record inspector assignment and authority boundaries. | Governance Manager | UNDEFINED — GOVERNANCE DECISION REQUIRED | UNDEFINED — GOVERNANCE DECISION REQUIRED | Assignment | Mandatory | | F-IP-04-03 | Inspection Observation Record | Record inspection observations. | Inspector | UNDEFINED — GOVERNANCE DECISION REQUIRED | UNDEFINED — GOVERNANCE DECISION REQUIRED | Inspection | Mandatory | | F-IP-04-04 | Verification Record | Capture verification conclusions against the cost estimate. | Inspector | Reviewer (if applicable) — UNDEFINED | UNDEFINED — GOVERNANCE DECISION REQUIRED | Inspection | Mandatory | | F-IP-04-05 | Review Findings Record | Record independent review findings. | Reviewer (if applicable) — UNDEFINED | UNDEFINED — GOVERNANCE DECISION REQUIRED | UNDEFINED — GOVERNANCE DECISION REQUIRED | Review | Conditional | | F-IP-04-06 | Decision Record | Record governance decision outcome. | Governance Manager | Quality Manager | UNDEFINED — GOVERNANCE DECISION REQUIRED | Decision | Mandatory | | F-IP-04-07 | Correction Request / Response Record | Record correction request and response cycle. | Governance Manager | Inspector | UNDEFINED — GOVERNANCE DECISION REQUIRED | Correction | Conditional | | F-IP-04-08 | Closure Record | Record closure of the procedure instance. | Governance Manager | Quality Manager | UNDEFINED — GOVERNANCE DECISION REQUIRED | Closure | Mandatory | | F-IP-04-09 | Independence / Impartiality Declaration | Evidence of independence for assigned roles. | Inspector / Reviewer — UNDEFINED | Governance Manager | UNDEFINED — GOVERNANCE DECISION REQUIRED | Submission / Assignment | Conditional |

3. Detailed Placeholder Descriptions

F-IP-04-01 — Cost Estimate Submission Record

• Purpose: Provide evidence of cost estimate submission.
• Created by: Applicant / Client.
• Reviewed by: UNDEFINED — GOVERNANCE DECISION REQUIRED.
• Approved by: UNDEFINED — GOVERNANCE DECISION REQUIRED.
• Governance significance: Establishes the inspection subject of record.
• Security classification: UNDEFINED — GOVERNANCE DECISION REQUIRED.

F-IP-04-02 — Assignment Record

• Purpose: Record inspector assignment and authority boundaries.
• Created by: Governance Manager.
• Reviewed by: UNDEFINED — GOVERNANCE DECISION REQUIRED.
• Approved by: UNDEFINED — GOVERNANCE DECISION REQUIRED.
• Governance significance: Demonstrates independence and authorized assignment.
• Security classification: UNDEFINED — GOVERNANCE DECISION REQUIRED.

F-IP-04-03 — Inspection Observation Record

• Purpose: Capture inspection observations and factual findings.
• Created by: Inspector.
• Reviewed by: UNDEFINED — GOVERNANCE DECISION REQUIRED.
• Approved by: UNDEFINED — GOVERNANCE DECISION REQUIRED.
• Governance significance: Evidence supporting verification conclusions.
• Security classification: UNDEFINED — GOVERNANCE DECISION REQUIRED.

F-IP-04-04 — Verification Record

• Purpose: Record verification conclusions for the cost estimate.
• Created by: Inspector.
• Reviewed by: Reviewer (if applicable) — UNDEFINED.
• Approved by: UNDEFINED — GOVERNANCE DECISION REQUIRED.
• Governance significance: Core inspection evidence for decision-making.
• Security classification: UNDEFINED — GOVERNANCE DECISION REQUIRED.

F-IP-04-05 — Review Findings Record

• Purpose: Record independent review findings.
• Created by: Reviewer (if applicable) — UNDEFINED.
• Reviewed by: UNDEFINED — GOVERNANCE DECISION REQUIRED.
• Approved by: UNDEFINED — GOVERNANCE DECISION REQUIRED.
• Governance significance: Supports impartiality and independent review.
• Security classification: UNDEFINED — GOVERNANCE DECISION REQUIRED.

F-IP-04-06 — Decision Record

• Purpose: Record governance decision outcome.
• Created by: Governance Manager.
• Reviewed by: Quality Manager.
• Approved by: UNDEFINED — GOVERNANCE DECISION REQUIRED.
• Governance significance: Formalizes decision traceability and accountability.
• Security classification: UNDEFINED — GOVERNANCE DECISION REQUIRED.

F-IP-04-07 — Correction Request / Response Record

• Purpose: Record correction requests and responses.
• Created by: Governance Manager.
• Reviewed by: Inspector.
• Approved by: UNDEFINED — GOVERNANCE DECISION REQUIRED.
• Governance significance: Evidence of correction handling and traceability.
• Security classification: UNDEFINED — GOVERNANCE DECISION REQUIRED.

F-IP-04-08 — Closure Record

• Purpose: Record closure of the inspection procedure.
• Created by: Governance Manager.
• Reviewed by: Quality Manager.
• Approved by: UNDEFINED — GOVERNANCE DECISION REQUIRED.
• Governance significance: Confirms completion without reopening.
• Security classification: UNDEFINED — GOVERNANCE DECISION REQUIRED.

F-IP-04-09 — Independence / Impartiality Declaration

• Purpose: Evidence that assigned roles are independent.
• Created by: Inspector / Reviewer — UNDEFINED.
• Reviewed by: Governance Manager.
• Approved by: UNDEFINED — GOVERNANCE DECISION REQUIRED.
• Governance significance: Supports ISO 17020 impartiality constraints.
• Security classification: UNDEFINED — GOVERNANCE DECISION REQUIRED.

4. Mandatory Inspection Records (Minimum Set)

• Cost Estimate Submission Record (F-IP-04-01) MUST exist.
• Assignment Record (F-IP-04-02) MUST exist.
• Inspection Observation Record (F-IP-04-03) MUST exist.
• Verification Record (F-IP-04-04) MUST exist.
• Decision Record (F-IP-04-06) MUST exist.
• Closure Record (F-IP-04-08) MUST exist.

5. Evidence Categories (Conceptual Only)

• Cost estimate submission artifacts.
• Inspection observations.
• Verification records.
• Review findings.
• Decision records.
• Correction records (if applicable).
  Evidence schemas are UNDEFINED — GOVERNANCE DECISION REQUIRED.

6. Independence & Impartiality Constraints (ISO 17020)

• Inspectors SHALL NOT approve their own inspection outputs.
• Reviewers (if applicable) MUST be independent from inspection output authorship.
• Governance and Quality roles MUST be independent from inspection output authorship.
• Additional separation requirements are UNDEFINED — GOVERNANCE DECISION REQUIRED.

7. Audit & Traceability Requirements

• All records MUST be traceable to responsible roles.
• Records SHALL be protected from unauthorized alteration after approval.
• Retention periods are UNDEFINED — GOVERNANCE DECISION REQUIRED.

8. Anchoring & Settlement Positioning

• Records MAY be anchored for proof only.
• Anchoring MUST NOT imply approval, verification, or decision authority.
• Settlement MUST be treated as finalization only and SHALL NOT control decisions.
• Records eligible for Anchoring are UNDEFINED — GOVERNANCE DECISION REQUIRED.

9. GDPR & Data Protection Considerations

• Personal data handling requirements are UNDEFINED — GOVERNANCE DECISION REQUIRED.
• Access to personal data SHALL be limited to authorized roles.

10. Prohibited Actions Related to Records

• Roles MUST NOT alter records after governance approval.
• Roles MUST NOT approve their own inspection outputs.
• Unauthorized disclosure of inspection records MUST NOT occur.

11. UNDEFINED Items Requiring Organizational Decision

• Reviewer role definition and authority scope.
• Approval chain for decision and review records.
• Record retention periods and classification rules.
• Personal data classification and access policy.
• Records eligible for Anchoring and Settlement references.