How to Control Documents and Records in a Document Management System
There are many benefits to implementing a document management system, including:
Document management systems (DMS) are software applications that help organisations to store, organize, and manage their documents. DMSs can also help organisations to control access to documents and records.
There are a number of ways to control access to documents and records in a DMS. One way is to use role-based access control (RBAC). RBAC allows you to define different roles for users, and then assign different permissions to each role. For example, you could create a role for HR employees that only allows them to view HR documents. You could also create a role for finance employees that allows them to view and edit finance documents.
Another way to control access to documents and records is to use document-level permissions. Document-level permissions allow you to specify who can view, edit, and delete individual documents. For example, you could specify that only the author of a document can edit it. You could also specify that only certain users can view a document.
DMSs also typically provide audit trails that track who has accessed documents and when. Audit trails can be helpful in tracking down who made changes to documents, or who accessed documents they should not have.
By following these tips, you can control access to documents and records in a DMS and help to protect your organisation's information.
If you are looking for a way to improve the security of the documents in your organisation, contact us today to learn more and to get a free quote.