Electronic Document Management

The following information is a Copy Buffett Review brief summary of how electronic document management systems can store and secure a database. Security may be administered through profiles, user templates, and databases. Some applications may offer all of these levels while others are limited to one or two. Systems that include Profile and User Template security will offer the greatest amount of flexibility to administrators and allow them to set up new users with a couple of clicks.

Profiles - Pre-set security levels of a general scope including edit, view, and print. The profile will also determine which user template a user will be presented with when they log into the program. If an electronic document management program is limited to only profile security, then it will be limited to three or four levels.

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Templates can be created for every user but this may become maintenance intensive so they are usually created for a level that is appropriate for a given user in a given department. Example: Engineering will have different fields and views than Accounting and there may be three different levels in each department. Some systems will give administrators the ability to control every menu option available in the application and turn it on or off for each user template. Database Security - There are three main forms of security security. Depending on your specific goals, one of them may be more beneficial for you than the others.