HEPO holds different kinds of information for different jobs. A work record describes activity. A trait definition states what an evaluation means. An audit entry records an event, while a report presents a reading derived from selected data.
Keeping these purposes distinct helps people understand what they are looking at and who is responsible for it.
Five kinds of information
| Kind | Working meaning | Ownership to establish |
|---|---|---|
| Your records | People, work, events, communication and other operational context | Authorised users and the organisation responsible for the work |
| Definitions | Traits, categories, features and process patterns | The people responsible for meaning, scope and changes |
| Audit account | Available records of actions, actors, times and execution | Controlled recording and authorised review |
| Readings | Observations, indices, aggregates and reports | The defined source and interpretation responsibilities |
| Platform data | Configuration and machinery that runs the environment | The appropriate platform and deployment administrators |
This is a map of concerns, not a claim that each is physically isolated or that all changes have identical history and access rules. The data-model reference explains the technical boundary.
Follow one change through the distinction
A team records that a work item was completed. A report may count that completion for a defined period. A cultural evaluation may use it as one piece of evidence for an agreed follow-through question. The audit account may record the operation that changed the item.
These are related records with different meanings. The completion does not by itself prove a person's reliability. The report total is not the source record, and an audit entry does not establish that the recorded business claim was true.
Change definitions deliberately
If the organisation changes what counts as completion or which work belongs in the report, the reading may change even when the underlying effort has not. Preserve available definition and run context, assign change ownership and explain the effect on comparisons.
The same principle applies to a trait, a category or a configured feature. The person reviewing a reading should be able to understand the definition used and any relevant limits in its history.
Establish the actual protections
The implementer and organisation agree who can read and change each kind of data. Review input validation, server authority, audit coverage and storage access on the operations that matter. For a shared deployment, verify organisation isolation across data, files and background execution.
Reporting also needs an operating plan. Its different purpose does not guarantee that it consumes no capacity needed by daily work. Review the actual queries and refresh workload.
The result should be an understandable account: what was recorded, what meaning was applied, what was computed and who made the next decision.