Even though we are electronic filing, I still have a second tier review in place before submission. I have an 1 person in my dept. who initially receives CTRs from tellers and also prepares CTRs for multiple transactions. She works out all the questions and errors so when they come to me they are ready to file.
Here's how the review process works:
I. We used to discrete file each CTR:
a. BSA clerk got the CTR ready, signed with her pin. Then placed electronic CTR in a particular folder on our network. Gave CTR a file name example "ABC Co 6-8-11"
b. I would review CTR. If everything was correct, I added my initials to the file name on the drive to signify that I had reviewed. Ex. "ABC Co 6-8-11 KM"
II. We now have an automated BSA monitoring system, and CTRs are batch filed. Within our system, there is a place to write notes on each CTR, so I review each CTR and noted "Approved for filing KM 7-3-12".
As far as paper copies - FORGET IT! We store everything electronically. Recently had an OCC exam - request list said to provide 2 years of CTRs. I provided them a list, told them we would produce any CTRs they wanted to see. Examiners never asked for a single one.