How to conduct a virtual audit in the Content Cloud
An audit is a verification of your company's activities to ensure you're following the correct procedures. In the past, audits typically had to be conducted in-person, with a third-party auditor visiting an organization to review its files and procedures. Thanks to the cloud, you can now conduct audits virtually. Using Box Content Cloud lets you conduct virtual audits seamlessly and efficiently. Learn more about how to conduct a virtual audit in the Content Cloud.
What is a virtual audit?
A virtual audit takes place without the auditor ever having to visit the auditee in person. Virtual audits offer several benefits to the company being audited and to the entity that conducts the audit.
One notable benefit is that conducting an audit virtually eliminates the need for travel to and from a company. Depending on the locations of the auditor and auditee, the distance an individual might need to travel can be considerable. Long-distance travel costs more and takes up a considerable amount of time. When the auditor doesn't have to travel, they can focus on other tasks and projects.
Another benefit of a virtual file audit is that it eliminates the need for physical storage. All of the content the auditor needs to review is stored on the cloud, saving your company money and physical space. It's also easier to look up and track down files when you store them on the cloud versus in a physical location. Paper documents or video recordings can easily get misplaced or discarded.
Your company might start an audit for several reasons. In some cases, an external organization, such as a healthcare authority or certifying organization, might require an audit to ensure your company complies with country regulations. An independent third party might also require an audit to verify that your company's information matches the data you've provided. For instance, an organization might audit your company to confirm that your quality records align with the numbers you reported.
Your organization can also decide to audit itself to ensure your processes are optimal and that your content is accurate.
What do you need for a virtual compliance audit?
Conducting a virtual audit requires more technology than an in-person audit. Your organization will need a cloud content management system to store all of the necessary documents and files. Ideally, your content management system will have built-in security features that let you control who can access the content and what they can do with it. It should also create an extensive audit trail of all actions performed.
It's also useful to have a workflow software program in place when conducting an audit. With workflow software, you can create templates that allow you to automate the process of assigning and approving tasks. The platform can speed up the time it takes to conduct the audit, allowing your company to finish the audit on time.
How to conduct a file audit
The Content Cloud makes it easy for you to conduct a virtual audit. The first step when conducting an audit in the cloud is to create an audit folder. Give the folder a name and assign user permissions to it. For example, you can assign permissions such as Co-owner, Editor, Viewer, or Previewer.
Once you've created the file, a workflow software program like Box Relay can auto-populate the folder based on the rules you define. Using an auto-populate feature means you don't have to hunt around to find the right files to add to the audit folder.
The next step is to collect additional artifacts for the audit from other departments or third parties, if necessary. You can use the File Request feature to gather additional content. When the user uploads the files, they can specify the source of the content and its category and type. They can also add a short description so the audit can see what the content is.
After the files are uploaded to the audit folder, Box sends a notification to the auditor that the content is ready for review.
The final step in the process occurs after the auditor has finished reviewing the content and concluded the audit. Through Box, you should receive a message that the auditor is finished. It's then up to you to mark the task as complete. You can do so by clicking the "Mark as Complete" button on the assignment.
Clicking the button sends an alert to the project owner that the task is finished.
Box Relay can help you conduct a virtual audit
Box Relay helps your company work smarter, not harder. It streamlines and automates processes across workflows, eliminating the need for repetitive tasks and allowing you to focus on the assignments and projects that matter most.
Using Box for your virtual audit lets you conduct faster reviews. Individuals involved in the audit receive the content they need more quickly and with clear instructions. They know exactly what they need to review and when it is due. Box Relay features an intuitive no-code workflow builder that gets you set up in minutes. In addition to the no-code builder, you can create custom templates using Box Relay. The platform also lets you set triggers and outcomes to speed up the review and approval process.
Maintaining the confidentiality and security of your content may be of great concern to your organization, especially if you're in a highly regulated industry. Box Relay has several security and compliance features that let you protect your content. Watermarks prevent unauthorized use of your company's documents or images. GxP Compliance and Audit trails let you see who has opened content, as well as what edits and changes have been made.
Learn more about the Content Cloud today
Whether internal or external, an audit can be time-consuming. The Content Cloud has the tools and features your company needs to speed up the audit process while ensuring its accuracy. Using collaboration tools and workflow automation, you can rest assured that all of your content is where it needs to be and that the appropriate security and compliance measures are in place. To learn more about how Box can help you through your next virtual audit, contact us today.