Using the Audit Vault
How to access, search, and export your immutable audit trail for Auditor-General reviews.
Overview
The Audit Vault is AzaniaSCM's immutable record repository. Every action — from tender creation to payment authorisation — is cryptographically sealed and stored with timestamps, user identities, and hash verification. This module allows you to access, search, and export this complete audit trail for Auditor-General reviews, internal audits, and compliance reporting.
Step-by-Step Guide
Step 1: Navigate to the Audit Vault
Access the Audit Vault from the main navigation menu under "Administration." The dashboard displays a summary of total records, recent activity, and any pending verification checks. You can filter the view by date range, module, or transaction type to narrow your search.
Step 2: Search by Date, Module, User, or Transaction
Use the advanced search to locate specific records. You can search by date range, module (e.g., Tendering, Evaluation, Contracts), user who performed the action, transaction ID, or keyword. Results are displayed in reverse chronological order with hash verification status. Click any record to view the full details including before/after values for modifications.
Step 3: Export Filtered Records
Once you have located the records you need, click "Export" and select your format — CSV, PDF, or XML. The export includes all record metadata, hash values, and timestamps. Each exported package is itself hashed and logged, creating a chain of custody for the exported data.
Step 4: Generate Compliance Reports
For recurring compliance needs, use the Report Generator to create standardised audit reports. Available templates include procurement activity summaries, expenditure breakdowns, supplier performance histories, and full lifecycle reports for individual tenders. Schedule reports to generate automatically on a monthly or quarterly basis.
Tips & Best Practices
- Run monthly audit health checks to confirm all records are properly sealed and no records show hash verification failures.
- Export and archive records before year-end to ensure you have offline copies in case of system maintenance or access issues.
- Use saved search filters to prepare for Auditor-General queries — pre-build common queries to respond quickly to audit requests.
- Document the reason for each export in your internal audit log to maintain chain of custody for exported records.