For many businesses switching from paper files to digital records, enhancing security is a big motivator. Paper records are easily misplaced, misfiled, or accessed by someone without permission, and once any of those things happen, there’s little you can do to undo the damage.
Digitizing your records gives you the opportunity to change all of that. A well-designed digital recordkeeping system has security features that simply aren’t possible with paper, but they only work if you take the time to set them up and use them.
One of the most important of these is access controls. If you’re not familiar with the term, you’re far from alone. Access controls let you decide who can open, view, or make changes to your digital files, limiting access to sensitive records to only those in your business who have permission to view them.
In this article, we’ll explain what access controls are, and the benefits of making them part of your overall security strategy.
What Are Access Controls?
Access controls are all about deciding who gets to see what. In a business environment, not every employee needs access to every file. Access controls solve this problem by limiting who can view, edit, or share certain information.
These rules can be as simple as requiring a username and password to open a file, or as detailed as assigning permissions based on someone’s role, department, or even the time of day. For example, you might allow your HR team to view employee records, while preventing access to them for other departments.
By controlling access to files in this way, you can protect sensitive information from unauthorized access and make it easier for your team to find and use the information they need, without being overwhelmed by files that aren’t relevant to their work.
Types of Access Controls
There are a few different ways access can be assigned, and most systems use some combination of these methods to keep information secure.
Role-Based Access
This is one of the most common approaches to access controls, where access is granted based on an employee’s job responsibilities. For example, a manager might have wider access to documents than an entry-level staff member, or someone on the finance team may not need access to HR records. By aligning access with roles, employees can reach the files they need without exposing sensitive information unnecessarily.
Specific Permissions
Sometimes access is determined on a case-by-case basis. System administrators or managers can assign permissions that allow a user to read, edit, delete, or share specific files. These permissions can be fine-tuned, like giving an auditor the ability to view financial records but not change them.
Data Sensitivity and Confidentiality
In some cases, the sensitivity of the information itself dictates access. Records containing confidential details, such as employee files, legal contracts, or proprietary data, are often restricted to a small group of trusted users. This ensures that sensitive records are protected by stricter protocols and remain compliant with privacy requirements.
By combining these approaches, businesses can strike the right balance between making information accessible to the people who need it and protecting it from those who don’t.
How to Implement Access Controls
Once your records are digitized, putting access controls in place is fairly straightforward. The process involves deciding who can open or edit specific documents, then structuring your files in a way that supports those rules. When done thoughtfully, it strengthens security and makes day-to-day work easier for your team.
Here are a few practical steps to help you get started:
Step 1: Review What You Have
Start by reviewing the different types of records your business keeps. Identify the ones that contain sensitive information and those that are accessed most often. This will give you a better understanding of what you have and where tighter controls might be necessary.
Step 2: Define Roles and Responsibilities
Not every employee needs access to every record. Map out the various roles within your organization and determine which records each group actually needs access to. For instance, your HR team might need access to employee files, while your accounting team should only see financial records,
Step 3: Create an Access Control Policy
Put your rules in writing. A good policy will explain how access is granted, reviewed, and removed, and it what to do in special situations, like when an employee leaves the company or when temporary access to certain records is needed.
Step 4: Train Your Team
Take time to explain why access controls are being introduced, what each team member’s responsibilities are, and how they should handle documents moving forward. When employees understand the reasoning behind the system, they’re more likely to embrace it and follow the process consistently.
Step 5: Monitor and Adjust
Most businesses are constantly changing, and access needs change right along with them. Review permissions regularly, update them when roles shift, and keep an eye out for unusual activity. Making small adjustments over time keeps your system secure and working the way it should.
Strengthening Access Controls with Outside Support
Access controls work best when combined with other security practices that reinforce the system. Together, these measures create multiple layers of protection for your scanned documents.
User Authentication
Even the best access control system won’t work if users aren’t properly verified. At a minimum, this means strong passwords, but more and more businesses are adding multi-factor authentication (MFA). MFA requires a second form of verification, like a code sent to a phone, which makes it much harder for unauthorized users to slip in.
Activity Monitoring
Monitoring who accesses what files adds an extra layer of accountability. It can show which users viewed, edited, or shared documents, making it easier to spot unusual activity and respond quickly to potential issues.
System Updates
Finally, keeping your systems updated is important. Regular patches and updates close off new vulnerabilities as they emerge and help ensure your system can withstand new threats as they emerge.
Wrapping Up: How SecureScan Can Help
Implementing access controls is an important step in keeping digitized records secure, making sure sensitive information is only available to the people who need it. With over 22 years of experience, SecureScan has helped businesses of all sizes put the right systems in place to protect their information.
We know every business has its own challenges when it comes to managing digital records. Whether you’re looking to integrate scanned files into an existing system or you need help choosing the right document management system, we’ll work with you to create a solution that fits your needs.
If you’re ready to take the next step in securing your records, our scanning specialists are here to help. Contact us today for more information or request a free quote to see how easy it can be to protect your documents with a system designed around your business.