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2.4.3 (2) (Data File Control (Source documentation retention (Source…

- - - - To ensure SoD, error corrections should be reviewed properly and authorized by personnel who did not initiate the transaction.
  - - - Originating departments should maintain copies of source documentation and ensure that only authorized personnel have access
    - - If appropriate, source documentation should be destroyed in a secure, controlled environment.
  - - - External labels provide the basic level of assurance that the correct data medium is loaded for processing.
      - Internal labels, including file header records, provide assurance that the proper data files are used and allow for automated checking.
  - - - example, transactions should be applied to the most current database, while restart procedures should use earlier versions.
  - - - controls do not provide assurances relating to the validity of data but ensure that unauthorized users who may have access to the application cannot alter stored data improperly
  - - - It is necessary to ensure that all documents have been received for processing.
  - - - A detailed listing, including date of input, time of input, user ID and terminal location, can then be generated to provide an audit trail.
      - This will help to decrease the research time needed to investigate exceptions and decrease recovery time if a system failure occurs.
  - - - The additional security may provide levels of authorization as well as an audit trail of file maintenance, in addition to access controls in application.
  - - - error-detecting or
        
        Generally preferred
        
        Methods
        
        Check bits
        
        A transmitted block of data containing one or more records or messages is checked for the number of characters or patterns of bits contained in it.
        
        numbers or patterns do not conform to predetermined parameters, the receiving device ignores the transmitted data and instructs the user to retransmit.
        
        redundant
        transmission
      - correcting codes
        
        Costly hence least preferred
    - - on a single character generally is referred to as a vertical or column check
      - parity check on all the equivalent bits is known as a horizontal, longitudinal or row check.
- - - - entries in these files change the workings of the system and may alter controls exercised by the system
        
        tolerance allowed before an exceptional transaction is reported or blocked.
      - change to these files should be controlled in a similar way to program changes.
    - - “master files” include data, such as supplier/customer names and addresses, that do not frequently change and are referred to during processing.
        
        should be AUTHORIZED before
        entry or maintenance.
        
        Input controls may include a report of changed data that is checked and approved.
    - - Running balances and totals that are updated by transactions should not be capable of adjustment except under strict approval and review controls
        
        Balancesheet or TB as on end date of financial year
    - - These are controlled using validation checks, control
        totals, exception reports, etc
  - - - and are processed subject to computer
        operations controls.