Auditing Items

Verify Evidence and Storage Items during an Audit, record passed or failed results, and review the resulting Audit history.

The Auditing Items workflow is where your team verifies the physical items included in an Audit.

Items begin in a Pending state. As each item is reviewed, mark it as Passed or Failed based on whether its physical location and recorded information match what you expect.

Use the status views at the top of the Audit to move between:

All
Pending
Passed
Failed

The counts displayed with each view update as the Audit progresses.

How to Audit an Item

Auditing an item generally involves verifying:

The item's physical location
The item's recorded details, when applicable

Open or review the item card in the Audit and compare the information shown in Monolith with the physical item in your possession.

Verify the Item Location

Each Audit item displays its recorded location information.

For example, an Evidence Item might show a Location Path such as:

Calgary / Evidence Room / AAA

This indicates that Monolith expects the item to be located:

In the Calgary Office
Within the Evidence Room Location Group
At the AAA Location

Locate the physical item and confirm that its actual location matches the location recorded in Monolith.

See Item Locations for information about how Offices, Location Groups, and individual Locations are used to track Evidence and Storage Items.

Verify the Item Details

An Audit can also be used to confirm information about the item itself.

Review the available Evidence or Storage Item information and compare it with the physical item or your organization's records.

This can help identify inaccurate or outdated information that should be corrected in Monolith.

Audit Procedure

Fail an Audit Item

If the item's location or other reviewed information does not match the expected record, change the item's Audit status to Failed.

When marking an item as Failed, enter a note describing the issue.

For example:

Item is not in the recorded location
Item label does not match the Monolith record
Recorded item details need to be corrected
Additional investigation is required before the item can be verified

After the status is updated, the item moves to the Failed view.

The underlying Evidence or Storage Item can then be reviewed and corrected as needed.

Pass an Audit Item

If the item's location and reviewed information are correct, change the Audit status to Passed.

Enter a note when additional context about the verification is useful.

An item that previously failed can also be marked as Passed after the underlying issue has been corrected and the item has been verified again.

After the status is updated, the item moves to the Passed view.

Audit Methods

Monolith records how an item was verified during the Audit.

Common Audit methods include:

Manual: The auditor reviewed the item and updated its status directly in Monolith.
Scanned: The item was located and verified using a supported barcode or QR code scanning workflow.

When you manually change an item's status to Passed or Failed, the Audit method is recorded as Manual.

See Using a Scanner for information about scanning items during an Audit.

Audit Logs

Each time an Audit item's status is updated, Monolith records the activity in the Audit Logs.

Audit Log entries can include:

Timestamp
Audit Item
User
Audit Status
Notes entered during verification

These logs provide a historical record of the Audit process and can help explain why an item failed, what was corrected, and when it was later verified.

Audit history associated with a specific Evidence Item can also be viewed from that item's Audit Logs area.