Audit documentation - Use of IT in documentation

Learning Outcomes

After reading this article, you will be able to explain how information technology (IT) is used in the documentation of audit work for the ACCA FAU exam. You will be able to describe electronic working papers, audit software, the benefits and challenges of IT-based documentation, and identify control and security requirements for electronic records.

ACCA Foundations in Audit (FAU) Syllabus

For ACCA Foundations in Audit (FAU), you are required to understand the impact of IT on the documentation of audit work. For this topic, focus your revision on the following syllabus points:

• The reasons for maintaining audit documentation, including planning, performance, and evidence
• The purpose and typical contents of audit working papers and electronic files
• Quality management procedures related to the review of audit documentation
• How information technology (IT) may be used in the documentation of audit work, including electronic working papers and audit software
• Security features required to maintain confidentiality and integrity of electronic audit documentation

Test Your Knowledge

Attempt these questions before reading this article. If you find some difficult or cannot remember the answers, remember to look more closely at that area during your revision.

1. Which TWO are common advantages of electronic audit working papers over paper files?
   1. Easier to lose data
   2. Faster cross-referencing and retrieval
   3. Enhanced template standardisation
   4. Lack of access control
2. When audit documentation is maintained electronically, which security measure should auditors implement to protect confidentiality?
   1. Allow open internet access to all files
   2. Use password protection and access controls
   3. Only print the documents
   4. Share files with unapproved parties

3. True or false? The use of audit software automatically removes the need for human review of working papers.

4. List two quality control steps auditors should follow when preparing and reviewing electronic working papers.

Introduction

Paper-based audit files are increasingly being replaced with electronic documentation managed by IT systems. Modern audits often use specialised software to prepare, store, and review audit working papers. As a result, understanding how IT is used in audit documentation is a critical part of accounting practice—and an examinable requirement for the ACCA FAU.

THE PURPOSE OF AUDIT DOCUMENTATION

Audit documentation is the record of procedures performed, evidence obtained, and conclusions reached in the audit. It provides proof that the audit was planned and performed in accordance with auditing standards and supports the auditor’s opinion.

Key Term: audit documentation
Audit documentation is the record of audit procedures performed, relevant evidence obtained, and conclusions reached.

IT IN AUDIT DOCUMENTATION: OVERVIEW

Information technology affects audit documentation by transforming how working papers are created, organised, accessed, and secured. The traditional paper files are now often replaced with electronic working paper systems—using either general or specialist audit software.

Key Term: electronic working papers
Electronic working papers are digital records of audit evidence, planning, and conclusions, stored within an electronic file system or audit software.

Key Term: audit software
Audit software refers to computer programs used by auditors to prepare, manage, and review electronic audit working papers.

BENEFITS OF IT-BASED AUDIT DOCUMENTATION

Using IT in audit documentation offers several significant advantages:

• Improved efficiency: Faster preparation, modification, and review of working papers.
• Standardisation: Easy use of templates to ensure consistency across audits.
• Enhanced organisation: Digital indexing, search, and cross-referencing make information easy to locate.
• Remote collaboration: Teams can work on files simultaneously across different locations.
• Interoperability: Seamless linking to other audit tasks, such as data analytics or sampling tools.

Worked Example 1.1

An audit firm introduces new audit management software. How could this improve the team’s work with audit documentation?

Answer:

• Standard templates ensure every engagement complies with firm policy.
• Supervisors can quickly review work, provide feedback, and sign off electronically.
• Cross-references between working papers, financial statements, and client communications are automatic.
• Multi-user access allows audit team members, the manager, and the partner to work on different sections concurrently.

TYPICAL CONTENTS OF ELECTRONIC AUDIT FILES

Electronic working paper files include the same essential content as paper files, but with added features:

• Planning documents: risk assessments, planning memorandum, engagement letters
• Performance documentation: procedures performed, evidence obtained, test results
• Completion and review: conclusion summaries, final checklists, copies of the auditor’s report
• Review notes: comments and responses from reviewers are easily attached to relevant papers
• Audit trail: system logs show who prepared, reviewed, and amended each document

QUALITY MANAGEMENT IN ELECTRONIC AUDIT DOCUMENTATION

Firms must ensure high quality documentation, regardless of format. Quality control involves:

• Assignment of preparation and review responsibilities, with electronic signoffs
• Ensuring files clearly show what was done, by whom, and when
• Timely completion and review to support the audit opinion
• Documenting conclusions and any issues noted
• Protecting files from unauthorised alteration or loss

Worked Example 1.2

During a cold review, a manager spots that several electronic working papers lack evidence of review. What should be done to address this?

Answer:

• The omission must be flagged to the responsible auditor for correction.
• Reviewers should electronically sign off on each completed section.
• The firm should remind staff of the policy requiring timely completion and signoff in the working paper system.

SECURITY AND CONFIDENTIALITY OF ELECTRONIC DOCUMENTATION

Strong controls must protect electronic audit documentation. Mandatory procedures include:

• Password protection and restricted access to authorised users only
• Regular data backups, stored securely (often offsite)
• Encryption where sensitive data is transmitted or stored outside the firm
• Firewalls and anti-malware utilities to prevent unauthorised access or data corruption
• Robust procedures to prevent unauthorised editing or deletion of files

Key Term: confidentiality
Confidentiality in audit documentation means ensuring client information is protected from unauthorised access or disclosure.

CHALLENGES OF IT-BASED DOCUMENTATION

While IT brings benefits, risks remain:

• Data loss from system failures, viruses, or accidental deletion
• Cybersecurity threats such as unauthorised access or hacking
• Version control problems if changes are not tracked
• Reliance on staff using the software correctly

Firms respond with policies on access, backup, version control, and periodic IT audits.

Exam Warning

Exam Warning Do not assume IT removes the need for quality review. Audit software helps organise and secure files, but human review and signoff are still essential for compliance and reliability.

SUMMARY

IT-based audit documentation improves efficiency, standardisation, and accessibility. However, auditors must ensure electronic working papers meet all quality and security requirements. Understanding audit software, file content, quality control, and confidentiality is now essential for audit practice and the FAU exam.

Key Point Checklist

This article has covered the following key knowledge points:

• Describe the role and content of audit documentation in the audit process
• List the benefits of using IT—such as electronic working papers and audit software—for audit documentation
• Identify quality control and review procedures required for electronic files
• State necessary security measures and access controls to maintain confidentiality and prevent data loss
• Recognise challenges associated with electronic documentation and ways to address them

Key Terms and Concepts

• audit documentation
• electronic working papers
• audit software
• confidentiality