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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:
Sent: 01-31-2024 01:48 PM
From: Kelli Shoup
Subject: Receiving Non-Savable Due Diligence Documentation
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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Original Message:
Sent: 1/31/2024 1:42:00 PM
From: Matthew Mauldin
Subject: Receiving Non-Savable Due Diligence Documentation
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