Currently, audits are only accessible by Monolith user with the "Admin" role. This will likely be updated in the future.
Audits in Monolith can be viewed by clicking the "Audits" section in the Monolith sidebar under "Evidence Management".
Within the "Audits" section, audits are listed in a standard Monolith table.
An audits can be viewed and accessed by clicking the name of an audit within the table, which should be highlighted as a blue navigation link.
Audits allow your team to reconcile physical items under your control with their digital references in Monolith.
You can create audits to check and verify the locations and details of items currently recorded within your Monolith database.
Each of the status tabs can be used to navigate through the items being audited.
Auditing an item typically involves at least two procedures:
One type of audit requires the auditor to compare the location of the item listed in Monolith with its actual location in the forensic lab or designated evidence storage.
For Example, consider the following item:
According to Monolith, this item is currently located within the Calgary office, at the Evidence Room group, and at the AAA location.
Verify the location by finding the physical item in your posession and check if its actual location in reality matches the location recorded in Monolith.
The other type of audit requires the auditor to verify all the item's details and not just the location. This type of audit requires more work but can be useful in maintaining accurate data in your Monolith database.
If the item's location or other details are incorrect, use the status selector of the item to mark it as "Failed". This will open a meu where you can enter a note about why the item failed.
You can then fix the item right away by updating the location or details in Monolith, or you can wait until you have audited all items first.
Once the status update is submitted, the audit item card is moved to the "Failed" tab.
If you determine that the details and location of the item are correct, you can then mark the item as having passed its audit.
This may also occur after you have failed the item and then updated the item with accurate information.
The process to pass an item is identical to failing an item. You simply update its status to "Passed" and enter a note about why it passed.
When updating an audit item's status, the audit method will update whenever you pass or fail an item.
The audit methods currently used are "Manual" and "Scanned". Using the status selector to update the item's status will set the audit method to "Manual" as it represent that the auditor manually passed or failed the item without using a scanner.
The "Scanned" method is discussed in more detail here:
The audit logs record each time and audit item's status is updated. These logs include a timestamp, auditor, and the notes entered at the time of audit.
These logs can be used for documentation or to keep track of why items did not pass an audit and then repair the items as needed.
The audit logs can also be viewed within the audit items detail's page.
Here is an example of the audit logs from this evidence items details page:
The main audit view contains two tabs for navigation.
Audit Items - This is where the audit process takes place and contains the audit details and items.
Audit Logs - Contains a table of logs related to auditing items.
This sub-tab contains the details about the audit you are viewing.
This section shows you the current status of the audit, "Open" or "Complete", along with other details such as the audit due date, assignment, and filter used to select the audit items.
The remaining tabs: All, Pending, Passed, & Failed, list the audit items included with the audit. The items are group by thier current status.
These tabs are used when conducting the audit process.
Use the "+ New Audit" button to begin creating a new audit.
The above screenshot shows the Audit Creation Menu:
Audit Name - This is the name of the audit, enter something simple and descriptive of the audit.
Assignee - This is the Monolith User/Person that will be assigned to run or administer the audit.
Start Date - This is anticipated start date of the audit.
Due Date - This is the expected due date of the audit.
Item Type - Select the type of items that will be included in this audit. Currently only Evidence and Storage items can be selected. You can only select one option.
Description - Provide a detailed description of the audit so that other users will know what this audit is for.
Cancel - Closes the menu and cancels the audit creation process.
Create Audit - Submits the completed form and creates a new audit with the supplied parameters.
When conducted an audit of items your organization is tracking, you will likely only want to audit a subset of all the items in Monolith. For example, you may only want to audit items from a specific year or quarter, or items of a specific type or location. The audit filter allows you to do this.
Upon making a selection within the "Item Type" field, a new section within the audit creation menu will appear:
This filter will match the query filter you have seen in the Evidence and Storage items tables. Depending on the item type you selected, the filter will contain fields for either evidence or storage items.
You can apply any filters that you want, and this will dictate which items will be included in the audit you are creating.
The example filter below will include any evidence items that are "Smartphones" and were created in 2023:
If you do not apply a filter, all items will be included in the audit.
Upon clicking the "Create Audit" button, the audit will be created and will appear in the audit table:
As you can see in the screenshot above, this audit includes 29 evidence items based on the filter that was applied.
