Para 3.22.70 — MSO (Audit)
Original Rule Text
3.22.70 Master/Standing Data File controls are meant for ensuring the integrity and accuracy of the master files and standing data. Accuracy of data contained in master and standing files is of vital importance to the auditor. Information stored in master and standing data files is usually critical to the processing and reporting of financial data. Information on master files can affect many related financial transactions and so must be adequately protected. These controls have to ensure that:
(i) amendments to standing data are properly authorised and controlled;
(ii) integrity of master and standing files is verified by checking control totals and periodic reconciliation with independently held records;
(iii) special amendment facilities are properly recorded and their use controlled by management authorisation and subsequent review; and
(iv) physical and logical access to application data files are restricted and controlled.
# Audit Requirements
What This Means
Master/Standing Data File controls protect the integrity and accuracy of reference data files that are critical to financial processing. Information in these files — such as pay scales, tax rates, or supplier details — affects many related transactions, so it must be adequately protected. Controls must ensure that changes to standing data are authorised and controlled, file integrity is verified through control totals and periodic reconciliation, special amendment facilities are logged and management-authorised, and physical and logical access to data files is restricted.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1Master/standing data files contain reference information critical to financial processing
- 2Changes to these files affect many related transactions and must be authorised
- 3File integrity must be verified through control totals and periodic reconciliation with independent records
- 4Special amendment facilities must be logged, management-authorised, and reviewed
- 5Physical and logical access to application data files must be restricted and controlled
Practical Example
In a government payroll system, the master file contains each employee's basic pay, grade, bank account, and deduction details. A change to the DA rate in the master file would affect the salary calculation of all 5,000 employees. Therefore, changes to the master file require written authorisation from the Accounts Officer, are logged with timestamp and user ID, and are verified by reconciling the updated master file totals against the original establishment records. If someone uses a special database utility to amend the master file directly, that action is logged and flagged for management review. Only two authorised personnel have access to the master file, using separate user credentials.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Frequently Asked Questions
Why are master file controls so important?▼
What are special amendment facilities?▼
How is master file integrity verified through reconciliation?▼
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.