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Communication logs provide another method of creating a detailed and complete audit trail of all compliance activities to mitigate risk. You can add communications logs for a regulation, compliance program, requirement, contract, contract term, location, or event.
For example, when managing your compliance programs, you might need to communicate with regulatory agencies, vendors, government agencies, internal personnel, and other contractors. These communications might entail several notes or documents that you need to track. In addition to the audit trail provided by scheduled events, notifications, and the document library, you to can add communications logs to track notes, phone calls, emails, meetings, conversations and any other type of communication.
The notes you enter in the Description field for the communications log might provide sufficient detail, but, if not, after saving a communication log, you can add a document to it.
Communication logs are used in the following way:
Note: You are not able to edit a communication log after it is saved, so be sure to enter all necessary data when creating the log. If you do make an error, you can always create a follow-up communication log to clarify the error. This behavior is by design because communication logs are meant to be a tool for internal and external audits. For example, if you enter a log about a condition that directly affects compliance with a regulation, it is vital that the log reflect the condition as you first reported it. Later editing or deleting the log can misrepresent conditions at your site and cause you to be out of compliance with regulations.
To add communication logs for compliance items:
|Purpose||Process Navigator Task||Steps|
|Compliance Program Managers|
Add communication logs for a regulation or initiative.
|Manage Regulations and Initiatives|
Add communications logs for a compliance program or contract
Manage Compliance Programs
Add communications logs for a compliance requirement or contract term. For example, add a communication log item that you have applied for a permit.
Manage Compliance Requirements
Manage Contract Terms
Add communication logs for compliance locations.
|Manage Compliance Locations|
|Add communication logs for compliance events||Manage All Compliance Events|
|Compliance Program Coordinators|
|Add communications logs for requirements assigned to you.||Manage My Compliance Requirements|
|Add communications logs for permits and license requirements assigned to you.||Manage My Permits and Licenses|
|Add communications logs when changing event status or closing the event.||Update Status and Close My Events|
In the Define Communications Log for... pane, enter the following required information:
Comm. Log Code: A unique identifier for this communication log that helps users identify it.
|Date of Comm./Time of Comm||By default, this shows the current date and time.|
|Priority||Select a description of the importance of this communication.|
|Communication Type||Choose from the existing list of values, such as Project Status Note, Report - Milestone, or Correspondence.|
|Select the contact (vendor), if applicable, for this communication.|
|Project Code||A read-only field showing the Project, if one is associated with this regulation, compliance program, requirement, event, or location.|
|A read-only field showing the name of the logged-on user.|
|Enter a brief description of the communication that helps identify it.|
|Description||Enter a more detailed summary of the communication.|
- To save the record and add a new one, click Save and Add New. The record is saved and the screen is refreshed, clearing the values you entered so that you can add a new record.
- To save the record, click Save.
To add a document file, you must first save the record. After you save, the Check In New Document button appears next to the Document field. Use this button to browse for the file. You can then view the document from the record by clicking the Show Document button next to the Document field. For more information, see Using the Document Management System.
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