13 SOX Compliance Best Practices

SOX compliance best practices are designed to help organizations adhere to the obligations outlined in the Sarbanes-Oxley Act. In this article, we'll explore these best practices in detail.

Adhering to the Sarbanes-Oxley Act can be daunting, requiring thorough preparation to meet its stringent regulatory requirements. Failing to do so can have severe repercussions (facing non-compliance or violation penalties and imprisonment).

So, to meet these requirements and prevent any oversights, implementing SOX compliance best practices is essential. These best practices promote operational efficiency, strengthen internal control structure, and enhance investor confidence.

But what are these best practices? Let's find out.

SOX Compliance Best Practices To Become Audit-Ready

Below are 13 SOX compliance best practices that you should implement to successfully adhere to SOX regulations:

1: Assess Your Current Financial Reporting Operation

One of the most crucial SOX compliance best practices is to thoroughly assess the state of your financial reporting operations. This assessment involves evaluating the current processes (what is the process of preparing financial statements), controls (internal control design, how effective it is), systems (what tools are used), and team members (who is responsible to manage which tasks).

By conducting this assessment you gain a clear understanding of what your current financial reporting operations looks like and where there is a scope for improvement.

2: Set A Structured Change Management Process

Once you have conducted the assessment, it's time to create a structured change management procedure. This isn't merely a set of guidelines you can choose to follow or ignore; it's important to evaluate the effects of any alterations/changes made in internal controls and financial reports.

Even small adjustments to code, configurations, or data can affect the precision of your financial reporting. So, by setting a structured change management process, your team can seamlessly track those changes and their outcomes, ensuring that nothing is overlooked or missed.

3: Record Or Document All Changes

It's important to keep detailed records of all alterations/changes made in internal controls and financial reports. It helps your team get a clear overview of internal controls, and they can monitor the changes promptly. Also, these records make it easier to identify who is accountable for the changes.

Note: These documents record the reason behind the change, the person who approved it, and the date it was implemented.

Furthermore, these records are not merely administrative tasks but crucial for creating audit trails. You need to present these records as evidence to the auditors that your team has performed the necessary actions to ensure effective internal control.

4: Monitor Unauthorized Changes

Unauthorized changes to financial systems or data can introduce errors, inaccuracies, or fraud into financial reports, impacting the reliability and transparency of financial information.

So, it is crucial to keep track of unauthorized changes to mitigate the issue. By doing so, your team can detect and prevent unauthorized access, manipulation, or tampering with financial data, reducing the risk of material misstatements in financial reports.

5: Detect Control Risks

By conducting a risk assessment, your team can easily detect potential risks that can affect the accuracy of your financial reports.

Once identified, your team can further organize and categorize them based on their importance and impact. And then, accordingly, they can create a strategic plan to mitigate these risks.

6: Create A Control Matrix

A control matrix is a structured framework organizations use to document and manage their internal controls. It lists various risks, processes, activities, and corresponding control measures or actions.

By creating a control matrix, your team can promptly organize, identify, assess, and address risks. Basically, it acts as a security measure to safeguard financial data. But how does the control matrix work?

The control matrix addresses potential risks by implementing specific control measures (like restricting access to financial data, enforcing RBAC, PoLP, and more ), which a responsible person or department reviews.

7: Conduct Regular Internal Audits

Regular internal audits help identify weaknesses or areas requiring improvement within your organization's financial reporting processes. This allows your team to strengthen internal controls, ensuring the reliability and accuracy of financial reports.

Moreover, by conducting internal audits, you can detect and address issues prior to the main annual audit. Also, this will minimize the chances of non-compliance with SOX regulations and mitigate the risk of potential penalties.

8: Outsource External Auditors To Perform Audits

Outsourcing external auditors to conduct audits is a highly beneficial practice. These independent auditors provide a new and unbiased perspective, validating the effectiveness of your compliance efforts. That's not all; outsourcing external auditors has additional benefits, including:

• Accurate insights: By bringing in external expertise, you gain insights that may not be apparent from an internal standpoint alone.
• Skilled in detecting weakness: External auditors identify potential shortcomings or recurring issues within your organization's processes and controls. Their objective evaluation can uncover areas for improvement that may have been overlooked internally.Also, their thorough examination helps ensure that all changes made within your systems and processes comply with the stringent requirements outlined in SOX regulations.
• Add an additional layer of assurance: The involvement of external auditors in regular audits adds an extra layer of assurance to your compliance efforts.

9: Implement Segregation of Duties

By implementing a segregation of duties policy, your team can divide tasks and responsibilities to prevent conflicts of interest, errors, and fraud.

The principle behind the segregation of duties is to ensure that no single individual has control over all aspects of a process.

For example, individuals responsible for implementing changes in the controls should not have the authority to approve those deployment changes.

This separation helps to reduce the risk of biased results or errors, thereby increasing accountability and transparency.

10: Enforce Tight Controls Over User Access

By enforcing restrictions over user access, your team can have complete control over who can access sensitive financial information and systems.

This helps prevent unauthorized access, data breaches, and potential manipulation of financial data, which are critical concerns for SOX compliance.

Furthermore, your team can reduce the risk of fraudulent activities by limiting access to financial systems and data to only those individuals who require it to perform their job duties.

11: Enable Field History Tracking

Enabling field history tracking is considered a best practice because it provides a comprehensive timeline of data changes, which is essential for accurate financial reporting.

Field history tracking aims to maintain a transparent record of modifications made to critical data fields.

12: Make Use Of Sharing Rules Strategy

Using the sharing rules strategy, your team can control access to specific data, ensuring it is only visible to authorized team members.

This approach adds an additional layer of security by safeguarding sensitive information from unauthorized access or exposure to individuals who do not have the necessary permissions.

Moreover, sharing rules helps maintain the confidentiality and integrity of your data, which is crucial to meeting privacy regulations and protecting sensitive information from unauthorized access or disclosure.

13: Backup Your Data

Data backup is a very important SOX best practice because this helps mitigate the risk of data loss caused by various factors such as accidental deletion, corruption, or system failures.

These backups ensure the integrity of data by providing a secure and reliable copy, which is essential for maintaining accurate records and making informed decisions.

Moreover, SOX compliance often mandates the implementation of data backup and recovery measures.

Adhering to these requirements helps organizations avoid penalties and legal consequences and demonstrates a commitment to data security.

How Can You Implement SOX Best Practices at Your Organization via Zluri

After going through the SOX compliance best practices, you may have realized there are a lot of tasks that need to be performed effectively to become audit-ready. There is no doubt that it is a complex process and it becomes even more challenging when one doesn't have a clear idea about the starting point–where and how to start implementing the best practices.

However, with a solution like Zluri, this issue can be resolved. Zluri offers a user access review platform to guide your team through the compliance process and automates the entire internal audit process.

This is how you can automate NetSuite access review in Zluri.

FAQs

1: What Are SOX Controls?

SOX controls are like safety measures put in place within a company's financial reporting system. It makes sure everything runs smoothly and identifies mistakes or fraud that might happen. SOX controls main purpose is to prevent errors that could impact the accuracy and integrity of financial reports.

For example, SOX controls enforce restrictions on who can access financial information, making sure different people handle different parts of the financial process, and managing changes carefully.

2: What Is Included In the SOX Compliance Audit Preparation Process?

The SOX compliance audit preparation process involves several key steps, which include, understanding SOX requirements, assessing internal controls, documenting processes, testing controls, remediating issues, engaging with external auditors, and more.

3: What Penalties Are Imposed On SOX Non-Compliance?

Apart from potential lawsuits and adverse publicity, individuals failing to comply or providing inaccurate reports may face fines of up to $1 million and a prison term of 10 years. For intentional wrongdoing, fines can escalate to $5 million, accompanied by a 20-year prison sentence.