How to maintain the confidentiality of audit documents?
The reason why ensuring the confidentiality of audit documentation and records isn’t accomplished is because of the difficulties that auditors face to completely delete the records from the various storage mediums used during the audit. Auditors will typically use their local drive, email, shared drives, and online storage services to receive and retain audit documentation until it’s ready to be archived.
This is where the risk exists, it may be easy for an auditor to delete a SharePoint list, purge the files in a shared drive, erase the local files, and delete emails from their inbox. But validating that, all auditors, who already struggle to find downtime as-is, have completely purged the records, deleted the data using a means to prevent it from being recovered, and deleted the records their sent mail is nearly an impossible task. The inability to validate that copies of records in the various storage mediums were completely and sufficiently deleted increases the risk of data loss or data retention non-compliance.
Confidentiality of documents can be accomplished by the use of complex coding and passwords system. Also, there are multiple ways to keep the documents and data safe from the wrong hands.