Vault Log Guide
Every office we visit keeps coins offline differently — desk drawer, floor safe, rented deposit box. The vault log is the single sheet that records who opened storage, when, and what moved.
Why a separate log from the ledger
The ledger tracks amounts and running balances. The vault log tracks physical access. Auditors and night staff care about the second question first: was the safe opened at 22:15, and who stood witness?
Separating the two prevents balance corrections from hiding unauthorized access entries.
Standard log columns
| Column | Purpose |
|---|---|
| Date & time | 24-hour format, KST |
| Envelope ref. | Permanent number assigned at setup |
| Action | Opened, sealed, moved, inspected |
| Primary custodian | Staff member with key |
| Witness | Second signature for dual-control offices |
| Notes | Brief reason — board prep, client payout, audit |
Sample entry sequence
A typical quarterly review produces three lines: open safe, inspect envelope seals, re-seal and close. Each line gets its own row. Partial withdrawals add a ledger entry first, then a vault log line referencing the ledger page.
Materials we supply
- A4 log pads with carbon duplicates (50 entries)
- Pre-printed envelope reference stickers (matte, removable without residue)
- Laminated quick-reference card for after-hours staff
Offices with multiple safes
Each safe receives its own log pad suffix — Safe A, Safe B. Cross-safe envelope moves require entries in both pads on the same timestamp.
Request a walkthrough
If your current log is a spiral notebook or printed spreadsheet, we can review it during an office ledger setup visit or a dedicated vault log audit.