Peelle Technologies Document Scanning and Document Management Services Campbell, CA
197 East Hamilton Avenue
Campbell, CA 95008
Phone: 800.233.5006
Peelle Technologies Document Scanning and Document Management Services Campbell, CA

Section Two: Document Management Basics

 

Security

System security is an absolute necessity for any document management system. A rigorous security system should permit every authorized person to perform required duties—whether from desktop, laptop, the office, a remote location or over the Web - without compromising the integrity of the database, system or network.

 

Comprehensive security is critical to the successful implementation and ongoing protection of a document management system. While security may not be the primary concern for a single department installation, it becomes more important as the system is expanded to allow different departments, and even the public, access to files. Although a document management system should provide multiple levels of security, including authentication, authorization, audit trails and disaster planning, the system’s security should parallel that of the network and be simple to administer.

 

A full-featured document management system gives the system administrator the tools to balance access and security through control over both access rights and feature rights. Access rights determine who can log on to the system and which folders or files individuals can open. Feature rights determine the actions that individuals can perform on documents they have access to. A comprehensive security system also allows high-level users to redact or black out confidential information within files.

 

Authentication is the level of security that requires users to present credentials, normally a user name and password, in order to access the system.

 

Authorization is the level of security that controls access to objects such as files and folders. Authorization encompasses two primary areas: access rights, which determine the objects users can open, and feature rights, which determine the actions that users can perform on the objects they have access to. A document management system should let organizations assign access rights to specific folders, as well as specific documents, at both the group and individual level. The use of groups with inherited or predefined rights allows system administrators to quickly assign viewing privileges, while individual-level security allows specific users, such as managers, to view documents that the rest of the group cannot. For example, access rights would allow the system administrator to deny most employees access to HR files, while allowing human resources staff members to view the personnel files of everyone in the organization except other HR personnel and the HR director to view all personnel files.

 

A full-featured document management system will not allow users to see objects for which they do not have viewing privileges. This protective feature is especially important for organizations with systems containing confidential files and folders.

 

A document management system should also let system administrators limit the actions that users are entitled to perform on folders and documents at both the individual and group level. Feature rights determine a range of actions, including adding pages, annotating, copying or deleting records. For example, a system administrator could allow various departments to have viewing privileges to city council minutes, but allow only the City Clerk to have annotation rights to those files.

 

Redaction (blackout or whiteout) is a security feature applied within documents to make certain portions of the document inaccessible, except to authorized users. Blackout redactions are familiar to anyone who has seen a classified FBI file on the news, but whiteout redactions are somewhat different. Instead of a visible thick black line through the redacted text, whiteout redactions function much like an eraser—in fact, using whiteout redaction, a viewer will not know that information has even been redacted. A document management system should offer the ability to redact portions of a document’s image and/or text. Users’ ability to view redacted text would depend on their security rights. For example, a system administrator could make crime reports available to various city departments, but allow only the police department to see sensitive information such as the victim’s name and address. Redaction allows you to extend security from folders and documents right down to the character level, enabling comprehensive security and maintaining the privacy of scanned images. As an additional level of security, a document management system should offer the ability to generate audit trails and reports that detail system activity. A document management system should be able to log all users, documents viewed, actions performed and the time they were preformed. A full-featured document management system will log unsuccessful attempts to perform actions and can provide electronic watermarks to authenticate printed documents. Audit trail abilities are especially important when an organization has many different users and confidential documents. Audit trails also play a significant role in demonstrating regulatory compliance. Digital archiving with a document management system simplifies disaster recovery and business continuity planning by allowing backups of entire document repositories to be stored on durable CDs, DVDs or other media. In the event of document loss or damage, archives can be reconstructed from digital backups. The solution should also provide built-in viewers on published CDs and DVDs. This allows immediate document access from any PC with a CD or DVD drive, even if the network remains offline for an extended period.

 

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Peelle Technologies is a leading provider of document scanning, document conversion, document imaging, document management, microfilm scanning, microfilm conversion, microfiche conversion services and software products. Our document scanning, microfilm scanning and other document management services are provided in the San Jose, San Francisco, Bay Area, Silicon Valley, Oakland, Napa, Monterey, Sonoma, Visalia, Stockton, Modesto areas of Northern California. Our other products and services are available across the United States.