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Task Expiry Term and Status Changes

Read about task expiry - terms, status changes, how the system works and what to look out for.

 

Overview

Every Task has an expiry term added according to the regulation. This expiry term shows in what frequency certain Tasks must be repeated in order for the company to be compliant.

How The System Works

  1. Every Task has an added expiry term that can be: 1 Month, 3 Months, 6 Months, 12 Months, 24 Months

  2. When the task has no Evidence history (no Evidence has ever been added), the task status is “Not started”

  3. When a user adds Evidence, the Task is status is set to “In Progress” and the Evidence gets set to “Pending”. On the Copla side, the CISO sees this Evidence with the status “Waiting for action”

  4. When the CISO confirms the Evidence, the task is set to “Finished/Completed”, and the system takes the expiry term from the Task and calculates the expiry date for the Evidence

  5. When the CISO declines the evidence, the Task gets set to “Need Evidence” and the user is asked to add new Evidence for the task.

  6. When the Evidence Expiry date comes, and there is no new Evidence added with a new expiry date, the Task automatically gets set to “Need Evidence” and is not considered as finished.

In this case, the Task also becomes a trigger to create a Non-Compliance Register record.

      7.    System allows Tasks to have several confirmed pieces of Evidence with different expiry                  dates, so that the user can work proactively and prepare new evidence before the old                    ones expire. It is important to have them confirmed, as only confirmed Evidence makes                  the Task finished.