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Understanding Audit Logs ​

Audit logs provide a complete record of all significant actions taken within a loan application. This guide helps you understand and interpret these logs, with special focus on sensitive task access tracking.

What are Audit Logs? ​

Audit logs are automatic records created whenever important actions occur in the system. They help with:

  • Compliance and regulatory requirements
  • Security monitoring and investigations
  • Understanding the history of a loan application
  • Tracking who did what and when

Accessing Audit Logs ​

To view audit logs for a loan application:

  1. Open the loan application
  2. Navigate to the Overview tab
  3. Scroll down to the Activity Timeline section
  4. The audit logs appear in chronological order

Types of Audit Events ​

Task Assigned ​

What it means: A task was assigned to a client or team member.

  • Who: Shows the agent who made the assignment
  • What: The task name and who it was assigned to
  • When: Date and time of assignment

Task Completed ​

What it means: A client or team member marked a task as complete.

  • Who: The person who completed the task
  • What: The task that was completed
  • When: Completion timestamp

Task Sensitivity Changed ​

What it means: An agent changed whether a task contains sensitive data.

  • Who: The agent who made the change
  • What: Shows the change (e.g., "from Not Sensitive to Sensitive")
  • Why: Security classification update

Viewed Sensitive Task Data ​

What it means: Someone accessed data in a task marked as sensitive.

  • Who: The person who viewed the data
  • What: Which sensitive task was accessed
  • When: Exact time of access
  • Why: Required for compliance tracking

Loan Application Events ​

Application Created ​

The initial creation of the loan application.

Application Updated ​

Changes to loan details like amount, purpose, or terms.

Status Changed ​

Movement through the loan process stages.

Documents Uploaded ​

When clients or agents add documents to the application.

Understanding Sensitive Task Access Logs ​

Sensitive task access logs require special attention as they track access to confidential information.

What You'll See ​

When someone views a sensitive task, the log entry shows:

Viewed Sensitive Task Data
Task: [Task Name]
Accessed by: [User Name]
Time: [Timestamp]

Why This Matters ​

  1. Compliance: Many regulations require tracking who accesses sensitive data
  2. Security: Helps identify unusual access patterns
  3. Privacy: Ensures client data is only viewed when necessary
  4. Accountability: Creates a clear record of data access

Best Practices for Sensitive Data Access ​

  • Only view sensitive data when necessary for your work
  • Always have a valid business reason for accessing sensitive tasks
  • Be aware that all access is logged and may be reviewed
  • Report any suspicious access patterns to your supervisor

Common Audit Log Scenarios ​

Scenario 1: Routine Task Assignment ​

10:30 AM - John Smith assigned task "Submit Salary Slips" to client
10:31 AM - Email notification sent to client
2:15 PM - Client completed task "Submit Salary Slips"
2:16 PM - John Smith notified of task completion

Scenario 2: Sensitive Task Review ​

11:00 AM - Mary Jones changed task "Medical Records" from Not Sensitive to Sensitive
11:45 AM - Mary Jones viewed sensitive task data "Medical Records"
11:46 AM - Audit log created for sensitive data access

Scenario 3: Internal Task Creation ​

9:00 AM - David Brown created internal task "Compliance Review"
9:01 AM - Task marked as not visible to client
9:02 AM - No client notification sent (internal task)

Filtering and Searching Audit Logs ​

For loan applications with many events, you can:

  1. Filter by Event Type: Show only specific types of events
  2. Filter by User: See actions by a specific person
  3. Search by Keyword: Find events mentioning specific terms
  4. Date Range: View events from a specific time period

Audit Log Retention ​

  • Audit logs are retained permanently
  • They cannot be edited or deleted
  • This ensures compliance with regulatory requirements
  • Historical logs remain accessible even after loan completion

Frequently Asked Questions ​

Why do some events show "System" as the user? ​

Automatic system processes (like scheduled tasks or automated workflows) show "System" as the user.

Can I export audit logs? ​

Yes, audit logs can be exported for compliance reporting or external audits. Contact your administrator for export options.

What triggers an audit log entry? ​

Significant actions like:

  • Task assignments and completions
  • Status changes
  • Document uploads
  • Viewing sensitive data
  • Security setting changes
  • User access changes

How quickly do audit logs appear? ​

Audit logs appear immediately after an action occurs. If you don't see an expected log entry, refresh the page.

Can audit logs be used in reports? ​

Yes, audit log data can be included in compliance reports, security audits, and performance reviews.

Red Flags to Watch For ​

Be alert for these patterns that might indicate security issues:

  • Unusual access times (e.g., accessing sensitive data outside business hours)
  • Repeated access to sensitive tasks without clear business need
  • Access by users who shouldn't need the information
  • Bulk viewing of sensitive tasks in a short time period

If you notice suspicious patterns, report them to your security team immediately.

Summary ​

Audit logs are a powerful tool for:

  • Maintaining security and compliance
  • Understanding loan application history
  • Tracking sensitive data access
  • Investigating issues or disputes

Regular review of audit logs helps ensure your bank maintains the highest standards of data security and regulatory compliance.