Tally / spreadsheet hand-offs: follow the evidence.

01

Accountability

Role map

Roles depend on who decides purpose and means, who acts on instructions, and what each party actually does. Record the conclusion and its evidence; do not infer it from the vendor label.

• Name the company-data owner, finance administrator, accountant and export recipients.
• Separate application access from operating-system, backup-folder and spreadsheet access.
• Record service-provider roles for hosting, support, accounting and storage.

02

Collection surfaces

Collection and notice touchpoints

Walk each entry path as a real user. Save the notice, fields, choices, time and destination rather than relying on a policy page alone.

• Sales and purchase entries, master creation, imports and bank reconciliation.
• Invoice and report exports, emailed workbooks, backups and accountant copies.
• Remote access, integrations and shared folders.

03

Purpose discipline

Purpose and data minimisation checks

Every field and copy should have a named operating reason, accountable owner and review event.

• Remove unnecessary identifiers from masters and narration fields.
• Export only columns and periods needed for the recipient’s purpose.
• Retire duplicate workbooks and uncontrolled desktop copies.

04

Choice evidence

Consent and preference evidence

When consent is relied on, preserve the affirmative action and withdrawal path. Where another legal route is assessed, record that analysis instead of manufacturing a consent record.

• Use purpose and legal assessment appropriate to finance processing; do not force consent language where it is not the chosen basis.
• Link customer-facing collection notices to billing fields.
• Keep marketing preferences outside accounting notes.

05

Least privilege

Access control and privileged roles

Test ordinary view, sensitive fields, bulk action, export, configuration and integration access separately.

• Review company users, security levels, remote access, backup folders and shared drives.
• Restrict export, alter, delete and administrator capabilities.
• Exercise departure and accountant-access removal.

06

Lifecycle

Retention, deletion, backup and export behaviour

A delete button is not a lifecycle rule. Record the start event, end event, exception, system action, residual copy and accountable approver.

• Define retention around transaction, tax, dispute and contract events with legal review.
• Treat backups, exports and emailed copies separately.
• Record anonymisation, deletion or restricted archival actions.

07

Service chain

Processor, sub-processor and contract checks

Use the current contract and actual architecture. A product page cannot establish the complete role allocation for your organisation.

• Document accountants, hosting, support, backup and integration services.
• Retrieve current service terms and access commitments.
• Create an exit plan for data, backups and user access.

08

Detection + response

Logs, monitoring and breach evidence

Coverage, event types, retention and exportability vary. Preserve an evidence timeline without claiming that one log proves the complete event.

• Confirm the available user and configuration records for the deployment.
• Track exports and copies through an operating register when the application cannot.
• Investigate unexpected access, changes or workbook sharing.

09

Request workflow

Rights-request search, export, correction and erasure workflow

1. 01

   Search masters, vouchers, narration, exports and shared storage.

2. 02

   Coordinate finance and legal review before altering statutory records.

3. 03

   Correct appropriate source records and regenerate downstream outputs where required.

4. 04

   Document restricted records and disposal of superseded copies.

10

Bounded configuration

Configuration checklist

No menu-path fiction: open the current vendor documentation and your live console together. Feature names, paths and entitlements can change.

11

Retrievable proof

Evidence to save

Save redacted configuration evidence in an approved internal location. This private preview does not accept uploads or store these records.

12

Do not overclaim

Known limitations and questions for the vendor