Recently we had a customer ask great questions that we get quite often, so we thought we should take some time to address them.
How can we ensure that users are only seeing what we give them access to and how can we monitor their actions? What about accidental deletions, can they be prevented?
These are typical concerns when you start having multiple departments using the same POINT in DocLanding, each with data that needs carefully controlled access and monitoring.
Since DocLanding has a single sign-on that allows you access to several POINTs, you have the option of using separate POINTS for each of your departments. It’s a simple solution but it does mean that the company has to manage multiple POINTs.
As an alternative to separate POINTs, DocLanding allows you to set permissions at a file cabinet, folder or even document level. We recommend using Groups to control these permissions. Groups allow you to create a set of permissions that would apply to certain users. For example, if you have two file cabinets one for HR and one for Accounting. You can set up groups that allow access to only the HR file Cabinet, only the Account file Cabinet or to both. It’s up to you as to who is added to the groups.
Within the groups you can set permissions that control who can Create, View, Modify or Delete files.
As for monitoring access, you can request a monthly audit report that will tell you exactly who accessed your data and what action they took. This would allow you track, file creation, file views and deletions as needed.
Because you can control who has access to what information and who can delete files, it’s easy to prevent data from being deleted. However, for those who want extra piece of mind we have a couple options:
Finally, what happens if something is deleted on accident. Typically, once something is deleted from DocLanding it’s deleted. However, with our enterprise level customers it is possible for DocLanding programmers to recover the deleted items, provided we have authorization from you.
We wanted DocLanding to be a simple but powerful program for document management but simplicity doesn’t mean we skimped on security.