SGAT Documentation

SGAT Documentation

This page explains how to use SGAT (Safeguarding Governance Assessment Tool) to review, update, and re-assess safeguarding cases over time.

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Core concepts

Case

In SGAT, a case is represented by a folder. The case folder is the authoritative container for all evidence relating to that safeguarding matter.

Each case folder contains:

• original evidence files (PDFs, emails, documents)
• extracted text files generated by SGAT
• SGAT outputs stored in the _sgat subfolder

The case folder itself is the case. There is no separate “case file” document.

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Case structure

A typical SGAT case folder will look like this:

cases/002-20260111-021737/
├─ complaint_email.pdf
├─ complaint_email.txt
├─ _extract_manifest.jsonl
├─ _manifest.jsonl
└─ _sgat/
  ├─ governance_email.txt
  ├─ governance_gaps.json
  ├─ governance_gaps.md
  └─ sgat_report_002-20260111-021737.pdf

Files at the case root represent the evidence base. Files under _sgat are generated outputs.

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Creating a new case

To create a new case:

• Open the SGAT UI
• Click New Case
• SGAT will create a new case folder and assign a unique Case ID

Once created, the Case ID becomes the active context for all further actions.

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Loading an existing case

To continue working on an existing case:

• Click Open Existing Case… in the SGAT UI
• Select the relevant case folder
• The Case ID will be loaded into the UI automatically

Loading a case does not modify it. It simply sets the active case context.

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Adding or updating evidence

Safeguarding cases often evolve over time.

To add new evidence to a case:

• Load the relevant case
• Click Upload Documents
• Select the new files to add

New files are added to the case root and become part of the case record.

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Extracting text

SGAT analyses text rather than PDFs directly.

After uploading new PDFs:

• Click Extract Text (PDF → TXT)
• SGAT will generate corresponding .txt files

Text extraction can be repeated whenever new PDFs are added.

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Running analysis

To analyse a case:

• Load the case
• Click Analyse & Generate Report

SGAT will review all extracted text in the case folder and assess safeguarding governance against the SGAT framework.

Analysis outputs are written to the _sgat folder.

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Understanding outputs

SGAT generates several outputs:

• governance_email.txt – plain-English governance narrative
• governance_gaps.json – structured findings for audit or integration
• governance_gaps.md – readable structured summary
• sgat_report_*.pdf – formatted report for review or sharing

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Re-running analysis

SGAT supports iterative review.

If additional evidence is added or decision records are clarified:

• Upload the new documents
• Extract text if required
• Re-run analysis

Updated outputs will reflect the improved case record.

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Report Findings

SGAT assesses what can be evidenced from the case record. It does not assume intent or evaluate outcomes.

1. Demonstrated

   There is clear, identifiable evidence in the reviewed case record that the activity occurred and was recorded.
2. Not demonstrated

   The reviewed case record does not contain clear, explicit evidence that the activity occurred or was recorded.
3. No evidence identified (internal verification required)

   SGAT could not identify evidence of the activity within the reviewed case record, and the organisation should verify internally whether relevant evidence exists.

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Responding to SGAT findings

SGAT findings are intended to support improvement in safeguarding governance and record-keeping.

Where an item is reported as Not demonstrated or No evidence identified (internal verification required), this indicates that the activity cannot currently be evidenced from the case record.

The sections below explain what action is required to address each type of finding.

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When an item is “Not demonstrated”

A finding of Not demonstrated means that the reviewed case record does not show that the activity was recorded.

To address this, the responsible officer should:

• Review the case file to confirm whether the activity was undertaken
• If the activity was undertaken, ensure that it is clearly recorded in the case record
• If the activity was not undertaken, consider whether it should now be completed or formally recorded as not applicable

Once clear documentation is added, the case can be re-analysed using SGAT to confirm that the activity is now demonstrated.

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When an item is “No evidence identified (internal verification required)”

This finding indicates that SGAT could not identify evidence of the activity within the reviewed case record.

To address this, the responsible officer should:

• Check whether relevant documentation exists outside the current case file (for example, in another system or email chain)
• If documentation exists, add it to the case record
• If no documentation exists, record the relevant decision or consideration clearly and retrospectively where appropriate

This ensures that safeguarding actions can be evidenced consistently in future review.

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Re-running SGAT

After additional evidence or clarification is added to the case record, SGAT can be re-run.

An item will be reported as Demonstrated where clear, explicit evidence is present in the reviewed case record.

SGAT supports iterative improvement by allowing organisations to confirm that safeguarding governance is visible and defensible.