Complex engineering projects require a high level of data sensitivity at all stages. Organisations in industries such as Oil & Gas, Renewable Energy, Transportation, and Mining have realised the importance of implementing a Document Management System (DMS) for this purpose. One of the critical features of a DMS is access control.
(Read more: What is document management, and what is a DMS? )
Access control in a Document Management System (DMS) enables project managers and system administrators to assign different access levels to users or groups. This allows them to restrict access to specific documents or parts of the DMS to certain users or groups only.
To implement access control, system administrators first create user roles. These roles define the level of access that a user or group has to the DMS. For example, a project manager may have full access to all documents and the ability to edit them, while an engineer may only have access to certain documents and the ability to view them.
After creating user roles, system administrators assign permissions to them. These permissions determine the actions that a user or group can take within the DMS, such as viewing, editing, or deleting documents.
Additionally, access control in a DMS includes measures such as password protection and encryption. These measures ensure that only authorised users can access sensitive information and that the data is protected from external threats.
The benefits of Access Control in a DMS
1. Data security
Access control ensures that only authorised users have access to sensitive information, reducing the risk of data breaches or unauthorised access and maintaining data security.
2. Improved collaboration
Project managers can assign different levels of access to different users or groups. This ensures that all team members have the right level of access to the right documents at the right time, which enables them to work together more efficiently.
3. Compliance with regulations
By controlling who can access sensitive information, businesses can ensure compliance with regulations such as HIPAA or GDPR. This reduces the risk of legal action.
4. Better organisation
Access control helps to keep the DMS organised and easy to navigate. This feature enables users to easier retrieve the documents they need. Less document retrieval and review time leads to organisation’s cost efficincy.
5. Auditing and tracking
Access control allows to track and audit the access to the documents, enabling the organisation to know who accesses the documents, when and what changes they made.
Summary
Access control is an important feature of a DMS that ensures data security and compliance with regulations by controlling who can access sensitive information. In complex engineering projects, access control ensures the security and organisation of electronic documents and improves collaboration.