How often do you need to audit and track information in your business? Whether it’s ensuring your company meets compliance guidelines or you need some analysis about document usage and access. New auditing features mean you can always see what’s going on in your DocuWare system.
Being able to audit and track information is essential for a business for several key reasons:
Regulatory Compliance - Many industries have strict regulations regarding data management, financial reporting, and privacy. Businesses must be able to track and audit information to ensure compliance with these rules. This helps avoid legal penalties or fines that may arise from non-compliance.
Transparency and Accountability - Auditing and tracking ensure that all activities and transactions within the business are transparent and accountable. This builds trust among employees, customers, investors, and other stakeholders. It helps ensure that business practices are ethical and in line with company policies.
Data Accuracy and Integrity - Tracking information allows a business to identify discrepancies, errors, or fraud quickly. Auditing processes help to verify the accuracy of data, ensuring decisions are based on correct and reliable information. This reduces the risk of mistakes that could harm the business.
Operational Efficiency - By tracking key business processes, companies can identify inefficiencies or bottlenecks in operations. Auditing helps monitor performance over time, providing insights into where improvements are needed. This ultimately drives better resource allocation and enhances productivity.
Financial Control - Auditing and tracking financial transactions help ensure that the business is operating within its budget, preventing overspending, fraud, or mismanagement. It also supports accurate financial reporting, which is crucial for strategic decision-making, forecasting, and financial planning. DocuWare is a very heavily used tool for automated invoice processing.
Risk Management - Tracking information provides insights into potential risks, whether they’re related to finances, compliance, security, or operations. Audits can help uncover weaknesses before they become significant problems, allowing businesses to mitigate risks proactively.
Customer Trust and Security - In an age of increasing cybersecurity threats and privacy concerns, businesses must track and audit how customer data is handled and stored. Being able to demonstrate good information practices enhances customer confidence and protects against breaches that could damage a company’s reputation.
Improved Decision-Making - When businesses track and audit information, they gather critical data that can inform better decision-making. It helps managers make informed choices based on historical data, trends, and performance metrics.
In summary, tracking and auditing information provides a foundation of reliability, compliance, and transparency that helps businesses run smoothly, reduce risks, and maintain long-term success.
(As of February 2025), The current version of DocuWare contains a component to audit and track information. With the appropriate authorisation, users can see which document or filing cabinet has been accessed, (just like being able to see who’s taken a key and unlocked a physical filing cabinet in the office) what settings have been changed or when specific documents were stored. Users can even see who deleted a document and when.
Audits are also available on the filing cabinets, organisation (how your business account is set up in DocuWare) and system levels (IT).
All audit reports can be downloaded in universal CSV format and used for evaluation.
In the following example, tasks are tracked along with the date, time and user. A list of the actions (events), such as store, index change, print, annotate can also be seen.
On these levels, all events are also tracked with date, time, and user. Here are some possible scenarios:
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