Security Settings for Archive

There are multiple concepts used for "Security" under archive management in Documenos. Four different security concepts are used in Documenos: access level, personal data, confidential data and transaction authorizations. These concepts are compared below in terms of their adjustability for an archive in the system, for a layer of the archive, for a folder in the archive, and for a file.

When checking authorization for data access, the access level is first checked. If the user's access level is sufficient, it is checked whether the data contains personal data. If it contains personal data, this time it is checked at what level the user has permission to read personal data. The same is done for confidential data. Finally, the same check is made for transaction authorization. If authorization can be obtained from all controls, data access is provided. Let's examine what these are in order:

1.Access Level

Each archive has a separate access level. The access level varies depending on the needs of your company/institution and can be formatted as you wish. It is set who can access a certain access level. An access level is assigned for an entire archive or for a particular folder and all of its subfolders in an archive. People cannot access records that do not meet their access levels. You can review the relevant topics for more detailed information on how to define the access level to funds and folders.

2.Personal Data

Entire archives, a specific folder with its subfolders, or a single file can be marked as "contains personal data". Personal data is the second most important layer in authorization control. Whether or not a data will be marked as personal data is a matter that must be decided entirely according to the criteria to be determined by the authorities of your company/institution.

3.Confidential Data

Entire archives, a specific folder with its subfolders, or a single file can be marked as "containing confidential data". Confidential data is the third most important layer in authorization control. Whether or not a data will be marked as confidential data is a matter that must be decided entirely according to the criteria determined by the authorities of your company/institution.

4.Transaction Authorization

It creates a large list with dozens of different detailed authorization definitions under two headings: transaction authorizations in archives, editing authority and viewing authorization. These permissions can be assigned to the entire archive, to all content in a certain layer, and to all content in a certain folder of a certain layer. Transaction authorizations cannot be defined for individual files. Operation permissions are given to folders at the lowest level.