What is an Audit Trail?

In the context of board meeting software, an audit trail is a comprehensive record of all the modifications and activities made within the software. To make sure that all system activities are taken into account, it records and logs user actions, sign-in attempts, information changes, and other relevant details. Since the system administrator typically analyzes monitored data to maintain the integrity of the software, this kind of information is essential for accountability and transparency.

What is the primary purpose of an audit trail?

The primary purpose of an audit trail in board meeting software is to provide a chronological and complete record of activities and transactions within a system. This includes tracking who accessed the software, what documents were viewed or modified, and any comments or decisions recorded.

Key benefits include:

1. Accountability: Ensures that all participants are responsible for their actions and contributions.
2. Transparency: Facilitates clear visibility into the decision-making process.
3. Compliance: Helps organizations meet legal and regulatory requirements by maintaining thorough documentation.
4. Security: Protects against unauthorized changes and provides a mechanism for reviewing actions taken.

What is shown in the audit trail?

An audit trail typically includes the following details:

1. User Access Logs: Information on who logged in, including usernames and timestamps.
2. Document Interactions: Records of which documents were accessed, created, modified, or deleted, along with timestamps.
3. Meeting Participation: Details of attendees, including who was present, absent, or joined remotely, and timestamps of their participation.
4. Decisions and Votes: Documentation of decisions made during the meeting, including voting outcomes and individual votes if applicable.
5. Comments and Annotations: Any notes or comments added by participants during the meeting or on specific documents.
6. Change History: A record of edits made to documents, showing previous versions and who made the changes.
7. Notifications and Alerts: Information about any alerts related to document access or security issues.
8. Action Items: Tracking of action items assigned during the meeting, including who is responsible and deadlines.

What is the difference between an audit log and an audit trail?

The terms “audit log” and “audit trail” are often used interchangeably, but they can have distinct meanings. An audit log is a record of specific actions taken within a system, such as user logins and document accesses, often including timestamps and user IDs. Its main purpose is real-time tracking for security and accountability.

In contrast, an audit trail is a comprehensive chronological record that details the entire process, including decisions, changes, and interactions over time. It provides context and a complete narrative of activities, illustrating how and why certain actions occurred. While an audit log focuses on individual actions, an audit trail offers a broader view of organizational processes and decision-making.