Conducting Supervision

Narrowing the data set

After you have built a lexicon of keywords, you can use it in searches to narrow the volume of results, which you then randomly sample by percentage or number of communications.

Before searching, you can deselect locations or previously included to narrow down the data pool.

If your keyword list is short, you can manually enter the words in a Message, Document, or Federated Search. If your keyword list is long, you can use Advanced Search:

  • Choose a subheading (Email, Attachment, or Document) and click Add Rule.
  • Choose a criteria from the Search directory dropdown. In this case, choose Subject, followed by Matches Word List.
  • Upload your previously created word list.

For more information on searching, see About Searching.

Supervision

Supervision is applied to documents that:

  • Meet the search criteria
  • Were created since the previous sampling
  • Come after the expiration of the sampling interval

Sampled documents are tagged "For Review" and displayed in the Results tab. Therefore, when new samples are taken, documents already marked "For Review" are skipped.

Also, if needed, you can force a Supervision event mid-interval whereby the sampling is applied to all documents created since the previous event. In this case, the sampling interval expiration is disregarded.

Example Supervision Parameters

Here are some sample parameters you can apply to your organization, depending on its size.

  • X to monitor
  • Weekly samples
  • Word list of 30 words
  • Randomly apply keywords to 15% of all emails in your organization.
  • Repeat on another 15% chunk of emails, targeting key staff, such as portfolio managers, traders, sales people, and executives.
  • Randomly flag another 30% of emails.
  • Search the remaining 40% of emails for phrases, such as “great performance” or “guaranteed performance.”
NOTE
Using multiple percentages and searches will require you to use multiple tabs.
  • In the Audit Overview toolbar, click Audit Management.In the Audit Management dashboard, open the audit to review.
  • Right-click on the Configuration tab and select Random Sampling.
  • NOTE
    This tab is visible only if you have Audit Manager rights—see About Roles.
  • The Random Sampling dialog box displays. This is where you set the sample size and interval between samplings.
  • Set parameters for Random Sampling:

    • Parameter

    Description

    Random Sampling Percentage

    Number of search results (a percentage). You can also use partial percentages, such as 1.5%. The percentage should not be more than 50%.

    Preview results in Configuration tab

    Choose to Preview results in configuration tab if you want to always see the random sampling results in this tab. Otherwise, the random sample displays in the Results tab.

    Enable Automatic Random Sampling

    Generates random samples automatically, according to the percentage and interval you set.

    Random Sampling Interval

    Amount of time between the previous sample and the new sample to be generated. You can also use partial days, such as 1.75 days. Sampling cannot be scheduled to take place more than once a day. However, if needed, you can force a Supervision mid-interval, and sample all documents created since the previous event—see Generate New Sample Now.

    Generate New Sample Now

    Forces a random sampling event mid-interval whereby the sampling is applied to all documents created since the previous event. In this case, the sampling interval expiration is disregarded.

    Last sample generated

    The date on which the last random sample was generated.

    Delete Last Sample

    Removes the last generated random sample.

    Delete All Random Samples

    Removes all random samples related to the Supervision.
  • Click Generate New Sample Now to receive a random sample.
  • The sample is displayed in the Results tab.
  • NOTE
    When Random Sampling is performed, it may take a few minutes before it is fully committed in the index. You should wait until this is completed before deleting or searching these documents.
  • Review the results in the Results tab.
  • WARNING
    In IPRO, Supervision results are automatically tagged "For Review".
    When you open an item in the Results tab, the tag automatically changes to "Reviewed" and the result is removed from Supervision results.
    If you want to keep an item you reviewed in the Results tab, uncheck the "Reviewed" checkbox. This will set it back to "For Review".
  • Right-click on the new tab to rename.
  • The Supervision audit will continue to function as before. The scope of the Supervision is defined on the Configuration tab, the Supervision results are shown on the Results tab, and any additional search results are shown on additional tabs.
  • NOTE
    The only tabs you can export in a Supervision are additional tabs you create.
  • You can generate an Audit Report to monitor reviewing progress—see Generating Audit Reports.
  • You can export additional tabs of reviewed items to store in the event of an SEC or FINRA audit—see Exporting.