The dashboard gives filtered role-based overviews, whether cross-estate or within a division. Non-green items click through to further details.

• Real time view of records estate

  • Connectivity with records

  • Total records over time

    • created

    • deleted

  • Divisional records

    • created

    • deleted

• Feed of recent activity, by all levels

Records Witness periodically receives 'Collections' directly from record-holding systems. This view allows an overview of the status of collections, and how they represent the total records within a system.

• Record collection statistics

  • Online

  • Unresolved issues

  • Resolved issues

• Total Records

  • Known

  • Collected by date

• Collections

  • Frequency per tenant

Each Collection is processed by Records Witness, and builds up a picture of the state of the underlying records-system over time. In addition to displaying the details of each Collection, a user can both generate reports as well as issue a dip-test.

• Total records within a tenant

  • Natural records

  • Versions of natural records

• Mode of collection

  • Complete 

  • Delta

• Issues with collections requiring intervention

• Status of current issues

Each Collection details exactly what records it has witnessed, including versions of natural records. If there are any issues, based on previous Collections of the records, the user is invited to address these.

• Individual records witnessed

• Status

  • Ignore the issue, as this collection is considered erroneous and is to be excluded

  • Accept the issue, indicating that change has been externally validated as expected and correct

  • Acknowledge the issue, indicating that change was not expected, but is to be considered correct from this point onwards

Records Witness allows role-based dip testing. This is used on an ad-hoc basis to give assurance that records within a system are both available and original, whenever assurance is needed. By initiating this request programmatically, oversight is attained without intervention, alleviating manual efforts and dependence.

• On-demand dip-testing 

  • Assurance by sample %

  • Date-range of declaration, to avoid hydrating cold stores

• Support for versions of natural records

• Confirmation of disposal, including duplicates

Customers wishing to reflect their organisational structure can associate roles with divisions, enabling a hierarchy of oversight and approvals that matches existing policies.

• Records per division

• Rates of record creation

• Granular adherence to compliance policies 

• Application approvals (first eyes)

• Divisional approvals (second eyes)

Role-based reporting allows the requirements of multiple stakeholders to be met.

• First line confirmations of collections

• Second line confirmations of frequency and issue resolution

• Third line oversight of resolution metrics

• 3rd party access for transparent assurance