Compliance & Retention of File Activity Comments
We are using the Activity section on each file to keep a running list of processing notes for each documents - ie invoice approvals, marketing and advertising review, etc. More granular control of comment governance would be very helpful.
For instance, including comments in permission settings to prevent a user from deleting comments, or include in Governance Admin Panel an option to disable comment editing. Comments should also be subject to the same retention requirements imposed on the file itself - ie if the file has a 5 year retention period.
Also, while there is a User Activity report that shows which uses made comments on a file, the report does not display the contents of each comment. This could be an alternative to user level controls or in addition to user level controls of comments for SEC 17(a)-4 retention requirements.
- Allow admins to restrict or disable comment editing (globally or by user or group)
- Subject comments to retention requirements the underlying file is subject to
- Allow reporting on file comments to include the content of comments and if edited or deleted, running audit trail of changes or deletions. (ie if you delete a comment, the report will still show the content of the comment and indicate that the comment was deleted by which user, date and time stamped.
In addition to the comments, the same should be applied to the tasks (approval and general), once approved there should no longer be an option to delete or modify it.
Also, the activity tracking does no show the deletion of a comment or a task at all - this is a blind spot that must be fixed.