Protecting your documents inside the organization: permissions and the activity log
The biggest threat to your documents is not always an outside attack but an internal mistake: an employee who deletes a document, changes an amount, or sees what they should not.
1) Role-based permissions
- Manager: manages templates and staff and sees everything.
- Employee: issues and views documents but cannot delete.
- Viewer: read only.
The rule: the least permission that gets the work done.
2) An activity log
A log showing who created, edited or exported a document and when. Its mere existence changes behavior, and it settles any disagreement instead of guessing.
3) A separate password per employee
Do not share one account among everyone. An account per person means responsibility per person.
When an employee leaves
Disable their account the same day, keep the record of what they issued, and do not delete the account so you do not lose its trace in the log.
Finally
The devices themselves need a screen lock and backups. Permissions do not protect a device left open.
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