While previewing documents during an initial search, it is a good time to tag them for further classification, and add comments and notes that pertain to the audit. When working with hundreds or even thousands of documents in an archive, you must first cull the list down to a workable size and then tag the documents you deem pertinent to this audit or other audits. IPRO Search includes predefined tags for this purpose:
Mark as Reviewed: Indicates results that have been reviewed by an auditor that may or may not contain information directly related to the audit. When a Reviewer opens an item, it is automatically marked "Reviewed."
Mark as Unreviewed: Indicates results that have not yet been reviewed. A result can be marked "Unreviewed" only if it has previously been marked "Reviewed."
The audit manager can create custom tags, which can be useful if specific tags are required for the audit or organization. Custom tags are audit specific. That is, the tags you create only exist within that audit. If you decide that custom tags are necessary for anaudit, be sure to define them appropriately and communicate their proper usage to your team.
Once you have tagged a document, the next step is adding comments and notes. This can be extremely helpful when it is time to look a little closer at each and every document. If you spot a document that requires further investigation, you can include instructions on what to look for, such as date ranges, terms, or names, as well as pose questions for the reviewers who will be reviewing the documents.
NOTE Because the content of audit files is indexed, any comment you add to a document is always searchable. Comments cannot be removed after they are added to a document.