Court review
Defense attorneys can question a detection dog's training records. A change history shows who entered each record, when, and whether it changed afterward.
K9Codex audit trail
K9 audit trail software:see who changed each record, when, and what it said before
K9Codex keeps a change history for training logs, dog profiles, certifications, training aids, and team members: who made each change, when, and the old and new values. Supervisors sign off and lock training records, and any unlock is logged. $10 per seat a month, included with every seat.
Audit Log: Recent Changes Searchable & filterable
createdtraining_logs.session_notes2026-04-05 14:32:07
Ofc. Martinez"Narcotics sweep: Terminal B, 3 false alerts, 1 confirmed hit on baggage cart 4B."updatedtraining_logs.supervisor_status2026-04-05 14:35:22
Sgt. Williams"pending""reviewed"updatedtraining_logs.record_status2026-04-05 15:01:11
Lt. Chen"reviewed""locked"updatedinventory.weight_remaining_g2026-04-05 16:20:44
Admin"250.0""237.4"updateddogs.status2026-04-04 09:15:00
Ofc. Davis"active""medical_hold"Sample audit log. Names and values are sample data.
Why it matters
Why K9 units keep an audit trail
Training records get questioned in court, in internal reviews, and in audits. A change history answers the first question: has this record been changed?
Supervisor accountability
When a training dispute or use-of-force review comes up, leadership can point to the record history instead of memory.
Internal reviews
Internal affairs reviews often ask whether training records were altered. The audit trail shows every change with its old and new values.
Audits and accreditation
Auditors and accreditation reviewers ask how you know a record was not changed. The change history is the answer.
What is tracked
Changes tracked across the K9Codex record
Each audit entry captures who made the change, which table and field, the timestamp, and the before and after values.
Dogs
Profile changes, status updates, assignment transfers
Training Logs
Session entries, edits, AI summaries, supervisor signoff
Inventory
Custody actions, weight adjustments, transfers, destruction
Locations
Facility records, site assignments, address changes
Documents
Uploads, deletions, and source document links
Team Members
Role changes, access grants, team assignments
Cert Types
Certification definitions, requirement updates
Dog Certs
Cert issuance, renewal, expiration events
Cert Requirements
Requirement changes, prerequisite updates
Sign-off and locking
The handler signs, the trainer reviews, the supervisor locks
Training records follow a three-step signing chain. Once locked, no edits are permitted without a tracked unlock event.
- Step 1
Handler
Creates and signs the training record
- Step 2
Trainer
Reviews session details and stamps approval
- Step 3
Supervisor
Signs off: record is locked
- Step 4
Locked
No further edits until someone unlocks it, which is logged
Unlock events are also tracked
If a locked record needs a correction, the unlock is logged with who did it and when. When the record is relocked after the change, that is logged too. Sample data below.
Lt. Chen
Unlocked training log #2089 (sample data)
2026-04-03 10:00:00Sgt. Williams
Relocked training log #2089 after the hide count was corrected (sample data)
2026-04-03 10:22:00Training aid inventory
A change history for every training aid
Narcotics, explosives, and training aids: every custody action is logged with who performed it, what happened, and when. Essential for compliance and legal accountability.
Created
A new training aid is entered with its type, initial weight, lot number, storage location, and custodian.
Weight adjusted
Staff record the measured weight after use. The old and new values appear in the change history.
Transferred
Status set to Transferred or the custodian changed. The change history shows who did it and when.
Destroyed
Status set to Destroyed. Record the witness, method, and authorization in the notes field.
Expired
Items within 30 days of their expiration date show on the dashboard so staff can deal with them.
Used in training
A detection session can name the aid used, with its weight, so the session and the aid stay linked.
Imported records
Imported records keep their source and their edit history
When you bring older training records into K9Codex, each one keeps a link to the source document, the summary written at import, and a history of later edits.
- Marked as historicalImported records are marked as historical, so reviewers can tell a backfilled entry from one logged on the day.
- Source document retainedEvery imported record links to the original source document URL: scanned PDFs, spreadsheets, or legacy system exports.
- Import summary keptThe short summary written at import time stays on the record with the fields it describes.
- Edit historyLater changes to an imported record are logged with who made them, the field, and the before and after values.
Training Log: Edit HistoryImported Record
Imported from legacy system2026-03-15 09:00:00
Source: /uploads/legacy-records/2026-Q1-training-log.pdfAI summary generated2026-03-15 09:00:12
Session covered narcotics sweep with 3 confirmed hits...updatedfield: narcotics_count2026-03-18 14:22:00
"3""4": corrected per handlerlockedSigned off by Sgt. Williams2026-03-20 11:05:00
Audit ViewerSample data
created
2 hours agoOfc. Davistraining_logs
updated
5 hours agoAdmininventory
updated
1 day agoSgt. Williamsdogs
created
2 days agoLt. Chendog_certs
Showing 7-day active window: archives available
Audit viewer
Find a change by table, action, or date
Admins can filter the change history by table, action, date range, or search terms, and open any entry to see the before and after values.
- Filter by table, action type (created / updated / deleted), and date range
- Free-text search across all audit entries
- Expandable entries show full before/after diffs
- 7-day active window for recent changes plus full archived logs
- Admin-only access: handlers cannot view or modify audit data
Part of K9Codex
Part of K9Codex training management
The audit trail covers the rest of K9Codex: training logs, certifications, training aids, and reports. For how a unit prepares for an audit, read what records police departments need for K9 unit audits.
Questions
K9 audit trail FAQ
What data changes are tracked in the K9 audit trail?
Changes to dogs, training logs, training aid inventory, locations, documents, team members, certification types, dog certifications, and certification requirements. Each entry records who made the change, what was changed, the time, and the before and after values.
Can audit logs be filtered by date range or specific user?
Yes. The filterable audit viewer supports filtering by table type, action type (created, updated, deleted), date range, and free-text search terms. Admins can isolate any user's activity across any time period.
How does the record locking chain work for training logs?
The handler creates and signs the record, the trainer reviews and stamps it, and the supervisor signs off to lock it. A locked record cannot be edited until someone with permission unlocks it. The unlock and any relock are saved with the person and time.
Does the audit trail support legal proceedings and court evidence?
It gives you a timestamped history of every change (who, what, when, and the old and new values), which is what reviewers ask about when records are questioned. Whether records are admissible or sufficient is up to the court and your prosecutors, not the software.
Are archived audit logs still accessible after the 7-day window?
Yes. The 7-day active window is a UI convenience for recent changes. All audit logs (including archived entries) remain fully accessible to admins at any time. Search and filter work across the entire audit history.
Can handlers edit their own training logs after submission?
Handlers log and sign their own sessions. Once a supervisor signs off, the record is locked, and changes need an unlock by someone with permission. The unlock is logged with the person and time.
K9Codex
Know who changed a K9 record and when
Sign-off and locking, training aid history, imported record provenance, and a searchable change history, included in K9Codex. $10 per seat a month, every feature included.