Why Document Audit Trails Are Important For Your Business

Physical and digital records that chronologically record a document’s journey and operational actions make up an audit trail. Audit trails are what was formerly known as the ‘paper trail’ of a business. In the paperless office of today, documentation management audit trails digitally track electronic records accessed by users and processed through multiple workflows.

The enormous challenge of handling a lot of sensitive data in a secure way is something that businesses frequently encounter. Data leak concerns persist despite greater security knowledge. A comprehensive document management audit trail can help you keep track of confidential files and ensure they are handled correctly by the right people at all times and properly archived.

An audit trail is a footprint for the active life of a record. While keeping backlogs of data may seem cumbersome, audit trails make it easy to preserve data for historical reporting.

Brings Big Benefits

While audit trails are ultimately kept for the sake of internal and external auditors, they can provide a lot of value to a company before an audit even begins. This provides the opportunity to identify problems and keep working on ways to streamline workflows and processes.

Offers evidence for document access and user actions

A user is anyone who has access to the documentation system and an audit trail tracks the user’s interaction with the company’s electronic records as well as system level changes.

  • The audit trail records all events for every file such as creation dates, user activities on who created, read, opened, downloaded, printed, moved, copied, deleted, shared and/or exported the file.
  • The audit trail also records events occurring on and in the system such as creation/deletion of user accounts, folders, permissions, and role changes.

Users know their actions are automatically recorded and tied to their unique identity, so audit trails can help to promote appropriate user behavior and prevent unauthorized modifications.

Provides a stress-free audit

If a company’s documentation is maintained and chronicled, it significantly lowers the stress and expense of an audit. Periodic internal audits are also a good idea for businesses, and a step-by-step audit checklist can assist in streamlining processes to improve methods for operations and future auditing.

Puts the company in a stronger position for evaluations

Companies can establish credibility by displaying precise records that reflect efficient internal processes and it can raise the company’s value. Complete audit records show careful due diligence, reassuring any investment.

Improves efficiency

A comprehensive audit trail can easily be analyzed, and can save your business time can be examined easily, saving a business time, and increasing efficiency. Historical recording can help you find business information quickly. that’s buried in your books. Audit trails also track everything associated with a document – a wealth of information at your fingertips.

Helps the business meet regulatory compliance

Accurate records are critical to meeting regulatory compliance obligations. When documents are stored with proper recordkeeping, it restricts and safeguards user access. Together with an understanding of the requirements in your industry and country, you can ensure your audit trail meets the standards to avoid losing or incurring fines.

Invaluable for disaster recovery

In an unforeseen crisis or disaster, an audit trail is crucial. It audit trail will give you a history of your documentation that can help you identify missing documentation and get the business operational as soon as possible.

Improve Control and Gain Deeper Insight

KRIS Document Management System (DMS) is a sophisticated solution encompassing the most important features need to maintain company documents, which includes audit trails. KRIS tracks all your documents and accurately records every access and changes for auditing and security purposes. Eliminate the hassles and headaches of retrieving operational data when you need it and waste valuable time managing unstructured electronic records.

It is evident that having a document audit trail offers benefits beyond regulatory requirements. Your business can find new efficiencies, better defenses, and effective processes. Streamline workflows by simplifying documentation management that removes version control issues, automates admin tasks, and securely increases accessibility and mobility. Not only can you control who accesses company information, but you can also analyze how the information is accessed and everything is timestamped!






Find out how a Document Management System can simplify your everyday office processes.