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Agents Document Audit Trail Creation Agent
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Document Audit Trail Creation Agent

Provides a trusted and verifiable record of all document activities, simplifying audit preparation and supporting regulatory compliance.

About the Agent

Accurate and reliable documentation of every action taken on financial records is essential in accounts payable, especially as regulatory scrutiny increases. Manual tracking methods can be inconsistent, incomplete, and difficult to validate, raising both compliance risk and operational effort.

The Document Audit Trail Creation Agent automates this process by capturing and consolidating every significant event in a document’s lifecycle — from creation and updates to retention and removal. It brings together data from multiple sources, including system activity logs, provider communications, and confirmation records, to create a comprehensive and verifiable audit trail.

Each record is organized in an audit-ready format, enabling finance teams to demonstrate compliance with confidence, respond quickly to auditor requests, and maintain consistent governance over time. This reduces the cost and complexity of audit preparation while strengthening overall control and accountability within the accounts payable process.

Accuracy
TBD

Speed
TBD

Input Data Set

Sample of data set required for Document Audit Trail Creation Agent:

{
"event_id": "evt_9b1d8c6b-0b8a-4d3b-9c8f-5d2f6a7b3e1c",
"event_code": "DOC_DESTROY_CONFIRMED",
"timestamp": "2023-11-15T14:30:15Z",
"source_system": "InnovateCorp-DMS",
"initiating_user": "sys_automated_policy_enforcer",
"event_details": {
"document_batch_id": "AP2016-Q4",
"document_count": 278,
"document_type": "AP_INVOICE",
"retention_policy_applied": "FIN-RET-004",
"description": "Destruction of Q4 2016 Accounts Payable invoices in compliance with 7-year retention policy.",
"external_confirmation": {
"provider": "SecureArchive Inc.",
"confirmation_type": "DESTRUCTION_CERTIFICATE",
"certificate_id": "SAI-CERT-2023-8819-F4",
"confirmation_timestamp": "2023-11-15T14:25:00Z"
},
"metadata": {
"erp_system": "QuantumERP",
"related_erp_records_status": "ARCHIVED_AND_FLAGGED"
}
}
}

Deliverable Example

Sample output delivered by the Document Audit Trail Creation Agent:

Immutable Audit Log Entry


Log Entry ID: log_8f3a9d5e-4c7b-4a1e-8f9d-0b1e3c2a9d7b

Timestamp: 2023-11-15 14:30:15 UTC  




Event Summary


This log entry records the confirmed destruction of a batch of Accounts Payable documents as executed by an automated policy enforcer. The action was performed in accordance with corporate data retention policies and has been externally verified.


Event Details






Field
Value






Event Type
Document Destruction Confirmation




System of Record
InnovateCorp-DMS




Initiator
System Automated Policy Enforcer




Document Type
AP Invoice




Document Batch ID
AP2016-Q4




Number of Documents
278




Governing Policy
FIN-RET-004 (7-Year Financial Record Retention)






Compliance and Verification


    

  • Action Trigger: The destruction was triggered automatically upon the expiration of the retention period defined in policy FIN-RET-004.
    • 

  • Third-Party Confirmation: Destruction was performed and certified by SecureArchive Inc.
    • 

  • Certificate of Destruction ID: SAI-CERT-2023-8819-F4 is on file and linked to this event.
    • 



Linked System Records


    

  • ERP Status: Related transactional records in QuantumERP have been flagged as permanently archived and are no longer active.
    • 

  • Data Consistency: A cross-system check confirmed that all records related to batch AP2016-Q4 in both the DMS and ERP are synchronized and reflect the destruction event.
    • 





End of Log Entry

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Document Audit Trail Creation Agent

Provides a trusted and verifiable record of all document activities, simplifying audit preparation and supporting regulatory compliance.