How many hours do your external auditors spend gathering, scanning or saving documentation while completing their audit work? How much is that costing you? Did you know that for a small service charge, you can provide your auditors with an electronic copy of all of your SOX or compliance documentation, including all of the attached evidence, workpapers and files? Your external auditors can have all of the documentation packaged and ready to go – requiring no hours of searching or downloading.
Will the external auditors be able to find what they are looking for?
The extract of your data into HTML format is organized into folders, just like your policyIQ application. Your folder structure is replicated in the HTML extract. Here’s an example – pulled from our training site – of the HTML extract on a local hard drive:
Every individual page in policyIQ becomes its own .html file. Any supporting documentation is linked to the page – but also stored in a separate folder called “_SupportingFiles”.
While there are no reporting capabilities within the extract, your external auditors can certainly use this file as their backup and retained copy, with access to your production site providing them with the full host of features to create reports to analyze results.
A few tips to make extracts function optimally
When extracting pages into a Windows friendly folder structure, there are a few tips that could make this run more smoothly.
1. We need to zip the folder and files to allow us to provide it to you on CD / DVD. We currently suggest that you use WinZip version 16.5 or higher to extract the files. (A 30 day free trial is available from http://www.winzip.com.) Other extraction tools may not be able to extract the complete hierarchy of folders.
2. File names have a character limit – and policyIQ allows a much longer character limit on page names. If you know that you want to utilize the HTML extract option regularly, consider a page naming convention that is simple and brief. (The policyIQ team has, in the past, encouraged utilizing the full 300 characters for page names. We now realize that in many circumstances, this can be inconvenient.)
3. Index all of your pages into folders! Sometimes we find that organizations link pages together and can easily access content from reports, but not all of the pages are added to folders. Any page that is not indexed into a folder will appear in one “UnindexedPages” area in the extract, making it more difficult to find it.
Are you interested in receiving an HTML extract? Contact us for more information on timing and pricing!