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Permission and Access Levels Control a must in DMS

Updated: Jan 6, 2023

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.

Before you begin implementation, it is important to determine what the standard operating procedures will be for all Permissions and Access Levels Control within your organization or department. Describe each employee's rights and how 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).


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


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. You can disable access to a particular folder or document depending on your needs. 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.

Limiting the number of employees and partners with access to sensitive information reduces the risk of data compromise.

Let's Wrap up

Be sure to evaluate your vendor accordingly. If your company has its 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.

We encourage you to follow our hashtag - #dxsolutionadvisor and our page on LinkedIn.


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