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In Documenos®, several concepts are used for "Security" under archive management. Documenos® uses four different security concepts: access level, personal data, confidential data and operation permissions. Below, these concepts are compared in terms of whether they can be set for an archive in the system, a layer of the archive, a folder in the archive and a single file.
When authorization for data access is checked, the access level is checked first. If the user's access level is sufficient, it is checked whether the data contains personal data. If it does, the level of the user's permission to read personal data is then checked. The same is done for confidential data. Finally, the same check is performed for operation authorization. If authorization is granted by all checks, access to the data is provided. Let's look at each of these in turn:
Each archive has its own access level. The access level varies according to the needs of your company/institution and can be structured however you like. You configure who can access a given access level. An access level is assigned to an entire archive or to a specific folder and all its subfolders in the archive. People cannot access records that do not match their access level. For more detailed information on how to define access levels for fonds and folders, see the related topics.
An entire archive, a specific folder together with its subfolders, or a single file can be marked as "contains personal data". Personal data is the second most important layer in the authorization check. Whether a piece of data should be marked as personal data is a matter to be decided entirely according to criteria set by the officials of your company/institution.
An entire archive, a specific folder together with its subfolders, or a single file can be marked as "contains confidential data". Confidential data is the third most important layer in the authorization check. Whether a piece of data should be marked as confidential is a matter to be decided entirely according to criteria set by the officials of your company/institution.
Operation permissions in archives form an extensive list of dozens of detailed permission definitions under two headings: edit permission and view permission. These permissions can be assigned to the entire archive, to all content in a specific layer, and to all content in a specific folder of a specific layer. Operation permissions cannot be defined for individual files. Operation permissions are granted to the lowest-level folders.