Efficient document management is essential in navigating the complexities of due diligence reviews and regulatory requirements. In the realm of maritime compliance, where accuracy and timeliness are paramount, the ability to seamlessly manage documents is a critical aspect of operational success.
Once an EDD+ request has been marked as "Completed" within MCaaS CORE, users have the option to proactively upload documentation. This functionality is housed within the EDD+ module's "Documents" section, specifically under the "Customer Specific Documents" subsection.
Here, users can securely upload documentation essential for record-keeping or compliance purposes. By providing a dedicated space for customer-specific documents, MCaaS CORE facilitates efficient organization and accessibility of essential records.
Users can proactively upload post-completion documents, which may include audit reports, internal assessments, compliance certificates, or follow-up documentation necessary for ongoing monitoring of your organization's third parties, including vendors, agents, suppliers, and others.
The document upload functionality for completed requests includes the option to provide categorization rationale via "Remarks," aiding in the effective management of a record trail for uploaded documents.
Let's look at a practical example!
To proactively upload a document or view/add a remark, users should:
1. Navigate to the EDD+ section of their desired reports
2. Go to "Documents" section
3. Navigate to "Customer Specific Documents" subsection
4. Click on "Upload Documents" (4), then drag and drop the supporting documentation into the designated area. Select the appropriate document type from the dropdown menu, and click to upload and save.
5. To proactively add a new remark to the document, click on the remark icon (5) or on the ellipsis on the right side of the document. If a remark has already been added by MCaaS or another user, it will display the remark count.
These proactive features of document upload combined with "Remarks" ensure the maintenance of a comprehensive record of all relevant documents and thought processes within the platform. This facilitates easy access for all users and enables seamless retrieval for future reference or audits, enhancing transparency and compliance within the organization.
Please note that MCaaS may leave a remark for the requestor to aid in the review of customer-specific documentation. While users can leave remarks within this page, these will not be reviewed by MCaaS. The purpose of these remarks is to assist with proactive internal assessment performed by our customers' decision-makers.
If you need to discuss any remarks added proactively within this section, please contact MCaaS via the embedded messenger app.
EDD+ "Documents" Bulk Download
To assist compliance professionals with their internal or audit requirements, MCaaS CORE enables users to download all documents stored in the EDD+ "Documents" section. This functionality is available to customers subscribed to MCaaS CORE's EDD+ service.
Documents can be downloaded in two ways:
1. Selectively: by clicking on the two download icons next to each document (see below);
2. In bulk: by clicking on the 'Download All' button in the report's header.
The bulk download option compresses all documents into a ZIP file for easy transfer. You can find the bulk downloaded documents in your computer's "Downloads" folder.
To learn more about mastering document upload in MCaaS CORE, access this resource. For details on document types and their sections, click here.