Audit mailroom custody
Reconcile a risk-based physical sample to receipt, storage, notification, release, forwarding, and disposition records and investigate every material mismatch.
| Field | Value |
|---|---|
| Business area | virtual-office-mailroom |
| Primary role | virtual-office-mailroom-manager |
| Frequency | monthly |
| Privacy sensitivity | high |
| Security sensitivity | high |
| Compliance review | needed |
Trigger and handoff
Trigger: Scheduled custody control review or a loss, misrelease, or unexplained mismatch.
Inputs
- Custody register
- Physical inventory sample
- Authorization and release evidence
Outputs
- Reconciled sample
- Investigated exceptions
- Corrective control actions
Current manual methods
- Shelf count
- Spreadsheet filter
- Review after complaint
Human judgment and approvals
-
Select a meaningful sample and evaluate evidence
-
Determine whether discrepancy indicates error
-
misconduct
-
or systemic weakness
-
Approval: Manager signs findings; serious discrepancies enter formal incident review
Failure modes
- Sample excludes high-risk or old items
- Record is corrected without investigating cause
Success metrics
- Sampled items reconcile through final status
- Material discrepancies receive root-cause and control action