Document Control via Multilevel Access Permissions
docEdge DMS allows us to define complete document control by setting multilevel of access permissions at the folder level, which contains documents. It ensures that documents are easily available to the people who need them. And, these documents remain inaccessible and invisible to unauthorized users. The software has the ability to support an advanced set of multilevel access permissions, and the flexibility to address even unforeseen needs that arise in the future.
For example, an employment agreement visible to that employee, to the manager and to the human resource department, but no one else can see. In that case, if let’s say manager changes, we just need to change the manager access and all related documents become visible to the new manager.
Another example, a project-based scenario that could consist of using project documents that have project team members defined with metadata. An authorized user can easily set access permissions of documents by tagging them with the associated project. And, making them visible only to members of the project team. This approach simplifies onboarding new team members. It also makes it easy to allow external users such as partners and customers to securely access project-related documentation and participate in related processes and workflows.
Document Access Audits and Compliances
Let us also talk about regulated and quality-intensive industries where audits can be conducted by customers, vendors and regulating bodies. Such industries need to be consistently establishing and enforcing access control policies on the basis of document access and routing. So, by adopting docEdge DMS software, it can be easy to prove that they are following the required procedures. Also, in compliance with regulations and industry standards.
In docEdge DMS, you may have:
- Parent folders – these are the folders that sit at the root level of your Document Repository tree.
- Subfolders – these are the folders that sit underneath your parent folders
- Documents – these are the actual files that sit within your folders (either parent folders or subfolders).