IB Portfolio Evidence Strategy | How to Collect & Organise Evidence for CAS, IA & EE
Ever panicked searching for a photo or data file the night before a deadline? This guide shows you how to build one unified evidence system that works across CAS, IA, and EE from day one.
The Short Answer: Capture Evidence Now, Organise It Once, Review It Often
Losing a CAS reflection because you forgot to log it, realising your IA raw data exists only on a borrowed lab computer, discovering your EE supervisor emails were never saved—these are not rare disasters. They happen to capable, well-intentioned IB students every year. The fix is straightforward: build a lightweight evidence system at the start of your Diploma, then maintain it consistently rather than scrambling before deadlines.
This article walks you through exactly how to do that for CAS, Internal Assessment (IA), and Extended Essay (EE)—the three components where evidence management makes or breaks your submission.
Why Does Evidence Management Matter So Much in the IB?
The IB Diploma is assessed across multiple components that span two full years. Unlike a single exam where you study and sit the paper, CAS, IA, and EE require you to demonstrate a process—not just a final product. Assessors and coordinators want to see that your work developed over time, that reflections are genuine, and that data or sources can be traced back to real activities.
This means:
- A CAS portfolio with vague reflections and no supporting photos or logs is difficult to authenticate.
- An IA without organised raw data, annotated drafts, and a clear evidence trail can leave you unable to answer supervisor questions or revise effectively.
- An EE submitted without saved research notes, source lists, and supervisor meeting records puts you at unnecessary risk if questions arise later.
How Are the Evidence Requirements Different Across CAS, IA, and EE?
Understanding what each component actually needs prevents you from over-collecting in one area and dangerously under-collecting in another.
| Component | Core Evidence You Need | Common Gaps Students Miss |
|---|---|---|
| CAS | Reflections (written, audio, or video), photos/videos of activities, supervisor sign-offs, planning documents | Failing to reflect during an activity, not naming a CAS supervisor early, missing proof of the planning stage |
| IA | Raw data, methodology notes, annotated bibliography, draft versions, teacher feedback records | Saving only the final draft, losing original spreadsheets, no record of data collection dates |
| EE | Research notes, source annotations, supervisor meeting notes (RPPF), draft versions, bibliography iterations | RPPF not updated after each session, losing early research that shaped the argument |
For detailed guidance on what each component expects in terms of format and length, always check the current official Subject Guide for your specific subject and the IB's CAS documentation—requirements are updated periodically and vary by subject.
If you want a deeper walkthrough of CAS specifically, the IB CAS の進め方｜活動の選び方・学習成果・リフレクション guide covers how to structure activities and reflections from the ground up.
What Folder Structure Should You Use From Day One?
The best system is one you will actually use under exam pressure. Complexity kills consistency. Here is a structure that works across devices and requires almost no maintenance once set up.
Top-Level Structure
IB_Evidence/
├── CAS/
│ ├── Creativity/
│ ├── Activity/
│ └── Service/
├── IA/
│ ├── [Subject_Name]/
│ │ ├── Raw_Data/
│ │ ├── Drafts/
│ │ └── Feedback/
└── EE/
├── Research_Notes/
├── Drafts/
├── RPPF/
└── Sources/File-Naming Convention
Adopt one convention on day one and never deviate:
YYYY-MM-DD_ComponentCode_ShortDescription_vX
Examples:
2024-03-15_CAS-Activity_Tennis-Coaching-Reflection_v12024-09-02_IA-Biology_Raw-Data-Enzyme-Trial32024-11-20_EE-History_Supervisor-Meeting-Notes_v2
The date prefix means files sort chronologically in any file explorer automatically. The version suffix means you never overwrite a draft—just increment the number.
When and How Should You Actually Capture Evidence?
Capture Within 24 Hours—or It Is Gone
Cognitive research consistently shows that specific details—the sequence of events, the emotional context of a decision, the exact conditions of an experiment—fade quickly. For CAS reflections in particular, the difference between a rich, assessor-convincing entry and a generic one is almost entirely determined by how soon after the activity you wrote it.
Practical capture habits by component:
CAS:
- Take 3–5 photos during every CAS activity, not after.
- Open a voice memo app immediately after finishing and speak a 2-minute reflection. Transcribe it later—or keep the audio if your school accepts it.
- Log supervisor contact details and agreed hours on the same day the activity occurs.
IA:
- Back up raw data files to cloud storage before leaving the lab or fieldwork site.
- Photograph physical data sheets and lab setups even if you also have digital records.
- Save teacher feedback as a PDF immediately after receiving it—do not rely on a shared Google Doc that the teacher may edit or delete.
EE:
- After every supervisor meeting, write a brief bullet-point summary and add it to your RPPF folder with the date. Your supervisor will need to confirm meetings occurred; having your own record means you can prompt them accurately.
- Each time you finish a research session, save a dated copy of your source list even if it is incomplete.
For broader time management strategies that fit evidence capture into your weekly routine, IB Diploma の時間管理術｜IA・EE・試験を両立する計画術 offers a scheduling framework you can adapt.
How Do You Audit Your Evidence Before It Is Too Late?
Capturing evidence is only half the system. The other half is scheduled review—checking that what you have is actually complete, accessible, and meets current requirements.
The Monthly Evidence Audit (15 Minutes)
Block 15 minutes at the end of each month—add it to your calendar now—and work through this checklist:
- [ ] Are all CAS activities from this month logged with a reflection AND supporting evidence (photo, email, sign-off)?
- [ ] Is every CAS supervisor still contactable? Have I confirmed hours with them?
- [ ] Are my IA raw data files backed up in at least two locations?
- [ ] Do I have a saved copy of every piece of teacher feedback received this month?
- [ ] Has my EE supervisor and I met this month? Is the RPPF updated?
- [ ] Are all my sources cited in a consistent format in a saved, dated document?
If the answer to any of these is "no," fix it before the next week begins—not in the next audit.
The Pre-Submission Audit (6 Weeks Before Each Deadline)
Six weeks before any submission, do a full audit against the official assessment criteria:
- Print or save the relevant section of your Subject Guide or CAS handbook.
- Annotate every criterion with the evidence file that satisfies it.
- Identify gaps and assign yourself specific tasks with deadlines of no later than two weeks before submission.
What Are the Most Common Evidence Mistakes—and How Do You Avoid Them?
Mistake 1: Keeping Evidence Only in Your School's Shared Platform
Many schools use ManageBac or similar platforms for CAS portfolios. These are useful, but they should be a copy of your evidence, not your only copy. School accounts can be revoked, platforms can have outages, and coordinator access may be restricted. Always maintain your own local + cloud backup.
Mistake 2: Writing CAS Reflections That Describe Rather Than Reflect
A reflection that says "Today I helped organise the charity run" is a description. A reflection that says "Today I realised that logistics planning requires anticipating other people's assumptions, not just your own—when I assumed the venue staff knew the start time, I learned the cost of unclear communication" is a reflection. Assessors distinguish between these immediately, and evidence of genuine reflection is what the CAS component is designed to capture.
Mistake 3: Treating IA Drafts as Disposable
Every draft, even messy ones, is evidence of development. If a supervisor asks why you changed your methodology between draft 2 and draft 4, you want to be able to show draft 3. Save every version with a date. Storage is free; lost intermediate thinking cannot be reconstructed.
Mistake 4: Misunderstanding What "Evidence" Means for Your Specific Subject
Evidence for a Biology IA (raw quantitative data, statistical tests, specimen photos) looks nothing like evidence for an English A IA (annotated texts, planning notes, critical source list). Before you design your evidence folder, read the assessment criteria for your specific subject's IA carefully. For subject-specific guidance, the IB Internal Assessment (IA) の書き方｜高得点を取る型と進め方 article breaks down what assessors look for across subjects, and you can pair it with your Subject Guide for the fine detail.
Similarly, EE evidence requirements differ significantly by subject group. The IB Extended Essay (EE) の書き方｜テーマ選びから提出までの完全ガイド covers subject-group differences in how research and supervisor meetings should be documented.
Mistake 5: Assuming Your Teacher Will Remind You
Your IB coordinator and subject teachers are managing dozens of students simultaneously. They will announce deadlines, but they will not track whether your individual evidence folder is complete. Ownership of your evidence system is entirely yours.
A Quick-Start Checklist: Set This Up Today
If you are reading this early in your Diploma, here is the minimum viable system to establish this week:
- [ ] Create the three-folder structure (CAS / IA / EE) in your cloud storage provider of choice.
- [ ] Set your file-naming convention and test it with one file right now.
- [ ] Add a recurring 15-minute "evidence audit" to your calendar on the last Sunday of each month.
- [ ] Find and save the current Subject Guide for every HL and SL subject you are taking.
- [ ] Identify and record the contact details of every CAS supervisor you currently have.
- [ ] Take a screenshot of this checklist and put it somewhere you will see it.
None of this takes more than an hour. The cost of not doing it is measured in weeks of stress and, in the worst cases, incomplete submissions.
If you find that managing evidence across CAS, IA, and EE while keeping up with exams and coursework is genuinely overwhelming, working through a structured plan with an IB-experienced mentor can help you build a system that fits your specific subjects and school calendar—which is exactly what the tutors at Quick IB are there for.