One of the most fundamental parts of keeping your records and information safe is establishing proper access to your file storage locations. (Access is often also called “permissions.”)
- Determine who needs what. The rule of thumb regarding access is to give as limited access as possible and work from there. It’s better to limit access, and later need to grant more, than to give individuals access to information they don’t need.
- Monitor who has access. It’s important to make sure you request individuals be removed from access who have changed positions or otherwise no longer need access to particular folders. It is your responsibility to ensure that as part of the off-boarding or transfer process, access to restricted folders is revoked.
- It’s also crucial to ensure that new or newly transferred/promoted employees are given access to the folders that they need for their jobs and are instructed on how to file their records.
Part of the records management on- and off-boarding process should include managing access for new and departing staff, as well as training on how to name and file records appropriately. It may be helpful to have a list of folders, locations, or systems/applications that each role (not individual) needs access to for their work.
For help with managing access/permissions: