Setting Up Role-Based Security for Business Documents

Security is one of the biggest issues that businesses are facing today. As operations continue to migrate from paper to digital, the need for enhanced security not only becomes important, it becomes vital.

With more stringent security laws in place, particularly for those operating within the financial sector, organizations must be vigilant in maintaining information security and access control in all of their operations. Between maintaining digital privacy and adhering to Statements on Auditing Standards, organizations have a vast amount of information to manage.

While some organizations still operate under a primarily individually based management system, this will become increasingly difficult to do efficiently as the number of applications needed continues to grow. Supporting these types of systems become costly and inefficient in the long run as users and applications increase.

Today, organizations need highly efficient, automated, and secure document management systems. One option to this problem is RBAC or Role-Based Access Control.

An Overview Of RBAC

Role-Based Access Control can best be thought of as a method of regulating access and control to individual computer and network resources. This access is based upon assigned roles of individuals within an organization. In other words, RBAC helps you better manage the security and efficiency of your operations with digital document security.

Rather than managing a multitude of systems, RBAC streamlines your operations. Only assigned users will have access across the network, giving your data and documents increased security and protection.

Benefits You Can Expect From Role-Based Security

What can you expect from implementing role-based security at your organization? While you can expect a multitude of benefits, there are some specific benefits that we think you should know about:

  • Superior Security 

Information is now one of the most powerful assets a business can have. Which means, managing this influx of information while simultaneously ensuring its security can be challenging. Luckily, RBAC makes this one seamless process. Users’ access is always controlled, guaranteeing that only the right eyes are viewing your organization’s private information.

  • Increased Efficiency

One of the biggest benefits from implementing role-based security is that your operations become far more efficient. Routine operations are easily automated with RBAC in place. In addition, cross-department communication becomes a breeze. Under one security system, sharing documents digitally across departments not only becomes more secure, it also becomes easier.

  • Maximized Value

With extremely low maintenance costs and increased efficiency, role-based access control offers maximum value. Freeing up employees from mindless and mundane tasks typically associated with “silo” based document management systems, role-based security offers a cost-effective way to automate your operations.

  • Scalability  

Do you plan to scale your organization within the coming years? If you’re like most leaders, of course you do! Luckily, the RBAC is designed for scalability. Requiring minimal maintenance, role-based security evolves as your business evolves. As IT costs continue to rise, a role-based document security system can save you significantly in the long run. 

Implementing Role-Based Security: What You Can Expect

Implementing RBAC successfully isn’t exactly an overnight process. Due to its complexity, some organizations struggle to effectively implement this “all-in-one” tool into their day-to-day operations.

Thankfully, eFileCabinet can make role-based security for business documents one seamless process for your organization. Curious how this process works? When implementing role-based security, you can expect the following actions to take place.

  • Establish Roles

First, we establish and define roles. We begin by compiling a comprehensive list of job functions within your organization. Often, this will be done in conjunction with your human resource department. Roles will be configured and defined, establishing each role’s access and security settings.

  • Integrate & Connect

Next, you can expect that before your new RBAC system goes live, all existing applications will be integrated for one seamless system. Often, this will be done in conjunction with your IT department. The goal? Ensure that you have one new centralized system.

  • Implement & Educate

After RBAC has been integrated across all platforms, the job is not quite done yet. In order for role-based security to be the most effective, cross-department education must take place. It’s crucial that employees understand how and why role-based security is so important for the organization. Department-wide education will take place to ensure your team is on board with all role-based security operations.

The Bottom Line

If you’re looking for a way to streamline your operations, increase security for digital documents, and automate mundane processes, there are few better things to turn to than role-based security.

eFileCabinet guarantees file security, ensuring that you always adhere to all applicable laws and regulations. Your organization’s information is too valuable to be left to chance. Why deal with complex document management applications when you can integrate one cohesive system? Protection of digital information is one of the biggest challenges that organizations face today. Although RBAC may seem more costly in the short term, in the long run it offers an impeccable ROI and lifetime savings.

By | 2016-12-15T11:59:59+00:00 September 17th, 2015|
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