Using the Audit Trail to track changes

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Having electronic records that trace back historical activities can be useful in many ways when keeping track of assets, performing inspections for compliance, or servicing equipment for preventative maintenance.

Any advanced audit trail should tell you when an activity happened, what the activity was and who carried it out - Orca Scan logs this information for you automatically.

Login to to view the history log for each of your items.

What's in this post:

  1. How audit trails work in Orca Scan
  2. The benefits of the audit trail

How audit trails work

The main view in the Cloud sheet is the current status of all items and you can see the last changes made - that could be the last location an item was scanned, the current stock levels, or in the example below, the last servicing on two industrial machines.

The main view of the Orca Scan web interface
Orca Scan web dashboard

This gives us a broad overview of all items but with the 'History' in the toolbar, we can choose a single item and see a historical record of all checks, servicing and repairs made to that machine in chronological order.

viewing the audit trail from a preventive maintenance task of servicing machines
Viewing the history log

When a barcode is scanned and an update is made, the history log automatically creates individual records for each update that contains:

  • What action was carried out - for example an update or a created item.
  • A timestamp for when the barcode was scanned and the update was made.
  • The user ID and the device that was used to carry it out.
viewing the details of the audit trail to see who, when and what changes was made
Viewing who, when and what changes was made

Benefits of the audit trail

A typical audit trail has role-based security where the normal user doesn't have access to stop or change it. This way, the system can track actions from all users and keeps the records transparent and accurate.

We break the benefits down into three categories:

1. User accountability

Just by communicating the implementation of an audit trail every user will be aware that their actions are being logged against their identity. We see many companies that reduce employees waste and reckless use of equipment by having them scan an asset tag with their mobile device and record their activities.

2. Traceability and loss prevention

With a chronological record of where each asset is located, who has it, when it was checked out, when it is due for return and who checked it out last, it easy to go trace back when and where the asset was last seen - and who was in possession of it last.

With an ongoing process, you can eliminate the need for comprehensive audits.

3. Improved equipment maintenance

When carrying out maintenance regularly on a piece of equipment to lessen the likelihood of failure, it’s crucial to record the servicing and any problems with the equipment to identify patterns of failure.

showing an example of preventative maintenance records in the audit trail
Viewing the Orca Scan history log

In the case of insured machines that break-down, records that provide documentary evidence of properly scheduled maintenance is often required for claiming the insurance.

Questions about the audit trials?

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