Permission and Access Levels Control

Updated: Jan 1

Data access is crucial for the success of your ECM system. Why your needs are explained here.



It is vital to the success of your ECM system. As you are finalizing your vendor selection, the implementation and going live will take around 30 working days after we have finalized the order.


It is important to determine what the standard operating procedures will be for all Permissions and Access Levels Control within your organization or department before you begin implementation. Describe each employee's rights and the way in which data will be controlled and no data breaches or losses will occur.


These controls can be configured effectively so that companies can prevent their employees and partners from unintentionally leaking sensitive information about customers and business partners.


It is going to be a tree-based system that is hierarchical.


If we define this broadly - your ECM will involve


Parent folders


Your DMS tree's root folders are located in these locations. You may want to have parent folders organized by departments, projects, locations or, in some cases, by companies (when you have multiple businesses).

Subfolders


These are the folders that reside beneath your parent folders (and the subfolders may be inside the subfolders within the subfolders and so forth).


Documents


Typically, the actual contents of your folders (parent folders or subfolders) are these files.

 

It is a good practice to enable permission inheritance wherever possible. Depending on your needs, you can disable access to a particular folder or document. Do not do this regularly, however. When you start defining individual permissions for each folder and document, you'll quickly find yourself in a muddle!


Access Permissions or Rights are broadly classified under 2 categories


User group


The next step in setting up an ECM is to define all types of users. Create groups for each type of user. All the users are put in a group when they get added to the platform and based on their access rights, the user is also assigned to the group. Make sure to find out if your users can be added to multiple groups since this is likely a requirement in your business.


Access rights


This section contains several subheadings. They are as follows:


  • Delete/Move,

  • Edit,

  • Preview/View,

  • Import/Export,

  • Upload Metadata,

  • Purge,

  • Reports,

  • Etc.


Using this setting, you will be able to accurately manage controls over user access once you are live with the ECM solution. An access control hierarchy defines different levels of security and lets you categorize and control access to them.


By limiting the number of employees and partners with access to sensitive information, you reduce the risk of data compromise.


 

Be sure to evaluate your vendor accordingly. If your company has its own security policies, you may want to ask and be doubly sure.


We can help define your strategy so that your transition is seamless. Please connect with us so we can help you.


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