Comparison
DefenceFile versus spreadsheets and SharePoint for ECCTA evidence tracking.
A practical comparison for teams deciding whether an ECCTA failure-to-prevent-fraud evidence file can stay in spreadsheets, Microsoft Lists, or SharePoint, or whether it needs a purpose-built operating layer.
This page compares workflow fit. It does not say spreadsheets or SharePoint are wrong for every team, and it does not make legal or compliance-outcome claims.
| Criterion | DefenceFile | Spreadsheet / SharePoint workflow |
|---|---|---|
| ECCTA evidence model | DefenceFile public guides and checklist use ECCTA-specific vocabulary: scope screen, UK nexus, associated-person evidence, six fraud-prevention principles, source register, human review, and board-pack blockers. | Microsoft Lists and SharePoint can organise information with columns, views, and templates; an ECCTA evidence model still has to be designed, maintained, and reviewed by the buyer team. |
| Hash integrity and export lineage | DefenceFile evidence-register copy is built around source lineage, human review, gap mapping, audit events, and board-pack readiness. | SharePoint versioning can track and restore list items or files over time; a defence-file export manifest with ECCTA-specific blockers is a separate evidence-design task. |
| Human review gates | DefenceFile separates draft workflow support from named reviewer decisions and keeps unresolved gaps visible before board-pack review. | Lists can use columns and views to highlight information; approval states, reviewer notes, and escalation rules need to be configured and governed for the specific evidence workflow. |
| Associated-person attestation chasing | DefenceFile associated-person evidence copy focuses on service-provider populations, due diligence, attestations, chase status, and unresolved gaps. | Excel workbooks and Microsoft Lists can be shared for collaboration; attestation-token handling, external chase states, and reviewer handoff are workflow choices the team must design. |
| Board-pack assembly | DefenceFile is positioned around board-pack blockers, source lineage, adviser handoff, and evidence that is ready or not ready for review. | Spreadsheets, Lists, and SharePoint libraries can hold and share evidence; the pack narrative, blocker summary, and adviser-ready export structure need to be assembled from those records. |
When a spreadsheet may be enough
If the file is small, low-change, and reviewed by a tight group, a well-governed list or workbook may be a reasonable interim inventory. Record the owner, source date, reviewer, and open gaps either way.
When to move beyond it
Consider a purpose-built workflow when the file needs repeatable source lineage, named review decisions, associated-person chase states, adviser handoff, and board-pack blockers.
Sources used for each row
- DefenceFile evidence register guidePublic page baseline 2026-06-10; accessed 2026-06-15.
- DefenceFile associated-person evidence guidePublic page baseline 2026-06-10; accessed 2026-06-15.
- DefenceFile ECCTA readiness guidePublic page baseline 2026-06-10; accessed 2026-06-15.
- DefenceFile readiness checklistPublic page baseline 2026-06-10; accessed 2026-06-15.
- Microsoft Support: What is a list in Microsoft 365?Microsoft Support page accessed 2026-06-10; accessed 2026-06-15.
- Microsoft Support: List templates in Microsoft 365Microsoft Support page accessed 2026-06-10; accessed 2026-06-15.
- Microsoft Support: Enable and configure versioning for a list or libraryMicrosoft Support page accessed 2026-06-10; accessed 2026-06-15.
- Microsoft Support: View the version history of an item or fileMicrosoft Support page accessed 2026-06-10; accessed 2026-06-15.
- Microsoft Support: Share your Excel workbook with othersMicrosoft Support page accessed 2026-06-10; accessed 2026-06-15.