Due Diligence and Ongoing Monitoring

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  • 1.  Receiving Non-Savable Due Diligence Documentation

    Posted 01-31-2024 12:42 PM

    Hello,

    I would like to know how the community here addresses receiving due diligence documentation in formats that can't be saved, such as web links or protected portals? I have experienced this recently and am concerned about retention and accessibility. If a document can only be reviewed in a portal by individuals with access, it makes it very difficult to facilitate audits and subject matter expert review inside the organization. Also, the item could become unavailable if the originating portal is decommissioned, or the providing organization's retention policies differ from our own. Quite frankly we need documentation that is on hand and can be readily produced in an audit. A few questions:

    -Have you seen this becoming more common?

    -Are you going back to the vendor and asking for PDF or other formats that are more easily retainable?

    -If so, what has been your experience with these requests?

    Thank you for any insight, I look forward to hearing from the group.

    -Matt Mauldin



  • 2.  RE: Receiving Non-Savable Due Diligence Documentation

    Posted 01-31-2024 12:54 PM

    Hello,

     

    As much as I do not like getting the links as I think they should supply us with the actual document(s), I generally verify the authenticity of the link then if the page allows export to pdf or copy the information and paste it into word then save as pdf. 

     

    Thanks
    Kelli Shoup | Technology Support Lead/Information Security Specialist

    The Farmers Bank

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  • 3.  RE: Receiving Non-Savable Due Diligence Documentation

    This message was posted by a user wishing to remain anonymous
    Posted 01-31-2024 02:09 PM
    This message was posted by a user wishing to remain anonymous

    I have found that most organizations will provide PDFs or other tangible artifacts when you explain that it is required for audit purposes. In some cases I may have implied that I would be passing their contact information to the auditors. 


    Original Message


  • 4.  RE: Receiving Non-Savable Due Diligence Documentation

    Posted 01-31-2024 02:13 PM

    If I can't save a document I need, I usually make Print Screen shots and paste them to a Word document, then save it. That way, I have it permanently in my system.