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AC2 - Source Data Collection and Entry

This topic is intended to enable collaboration and sharing of information to facilitate a better understanding and approach to implementing this COBIT control objective based on the risk, value and guidance provided by its corresponding control practices.

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Source Data Collection and Entry

Ensure that data input is performed in a timely manner by authorised and qualified staff. Correction and resubmission of data that were erroneously input should be performed without compromising original transaction authorisation levels. Where appropriate for reconstruction, retain original source documents for the appropriate amount of time.

View value and Risk Drivers  help

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Value Drivers

  • Accurate data entry and efficient processing
  • Errors detected in a timely manner
  • Sensitive transaction data secured
  Risk Drivers
  • Processing inefficiencies due to incomplete data entry
  • Compromised integrity of critical data
  • Access control violations
  • Data entry errors undetected

View Control Practices  help

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  1. Define and communicate criteria for timeliness, completeness and accuracy of source documents. Establish mechanisms to ensure that data input is performed in accordance with the timeliness, accuracy and completeness criteria.
  2. Use only prenumbered source documents for critical transactions. If proper sequence is a transaction requirement, identify and correct out-of-sequence source documents. If completeness is an application requirement, identify and account for missing source documents.
  3. Define and communicate who can input, edit, authorise, accept and reject transactions, and override errors. Implement access controls and record supporting evidence to establish accountability in line with role and responsibility definitions.
  4. Define procedures to correct errors, override errors and handle out-of-balance conditions, as well as to follow up, correct, approve and resubmit source documents and transactions in timely manner. These procedures should consider things such as error message descriptions, override mechanisms and escalation levels.
  5. Generate error messages in a timely manner as close to the point of origin as possible. The transactions should not be processed unless errors are corrected or appropriately overridden or bypassed. Errors that cannot be corrected immediately should be logged in an automated suspense log, and valid transaction processing should continue. Error logs should be reviewed and acted upon within a specified and reasonable period of time.
  6. Ensure that errors and out-of-balance reports are reviewed by appropriate personnel, followed up and corrected within a reasonable period of time, and that, where necessary, incidents are raised for more senior attention. Automated monitoring tools should be used to identify, monitor and manage errors.
  7. Ensure that source documents are safe-stored (either by the business or by IT) for a sufficient period of time in line with legal, regulatory or business requirements.

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