Signature Assignment: EDMS Business Requirements Document

Running head: INFORMATION SYSTEM 2

2

INFORMATION SYSTEM

Katherine Spraggins

BSA/525

November 2, 2020

Iwona Rusin

How to control the access in a document in every stage of the life cycle;

Every type of the scanned document, text document, HTML document, or spreadsheet document will have to be monitored or tracked. There should be the employees' authority to access the computer systems in creating text or spreadsheet documents. The scanners are one of the passwords protected; thus, they only get access to authorized users. The log can be kept when or who scanned a particular document; the access control list can be utilized in the HTML documents. The table can tell a computer operating system that accesses each user's rights in the particular system's objectives (Balinsky, 2017). 

Ways in moving the documents in the organization as the team members contribute to the document creation, review, approval, publication, and disposition;

Every document has to be saved into the shared network drive. In controlling the access towards the purpose of the security, a network drive is supposed to be set into each department. The employees will only have access to the network drive at their departments. Whenever the specific documents are wanted with the other department, there will be a need for a request to be submitted to the department managers. The papers can only get viewable; thus, they will not be edited outside of the assigned department. The managers should approve each of the documents that are published in the department. The papers can only get saved then uploaded towards the systems. Then there will be the generation of a log each time that a document is edited or accessed. Thus, nobody at the organization can acquire the authority in deleting or revising any log. Any access to reviewing the records should submit the CIO's request to review any request for approval or denial (Motamedi, 2011).

The physical or environmental security controls which should be implemented in protecting the data or systems for Hollywood Organic Co-op's five locations, including for the authentication, identification, or restriction of the users in authorizing functions or data;

Policies should be applied to documents related to actions audited, adequately disposed of, retained, or content protected.	Documents which are converted how on how they transition in one stage to the other at the period of the lifecycles	How the e-docs is treated as the corporate records that should retain according to the legal requirements or the guidelines of the corporate
· Only authorized workers must make modifications through the auditing process. · People who are included in the audit must have direct access to every document needed.	· Store – Secure offsite document accommodation allows you to reclaim office space, keep secret archives, and control document retention.	· E-documents are frequently obtained unauthorized. E-docs must be treated as business material per the company's legal requirement to bypass evil threats, failure, or even misuse.
· Every worker in the firm has an individual account that should lock their unit or log out when not in use. · No operator is to use their account to disclose company information. ·	· Scan – Document scanning and indexing solutions permit you to store, organize, and manage critical records electronically via the secure cloud.	· Company policy is in place to certify each employee is taking the proper precautions. So that information is kept secure. But can be accessed quickly by the legal or auditing team.
· Each staff will have their login information and identification. The password will change consistently with the security policy. · If an account is compromised by someone outside of the corporation or a worker fired, that account must close immediately.	· Shred – Secure document destruction services address ethical and legal conditions for optimal information security and stability.
	· Secure – Guarantee hard copy reports and e-records are safe and available in every stage of the record management lifecycle ("Record Storage Systems," 2018).

REFERENCES

Balinsky, H., & Simske, S. J. (2017). U.S. Patent No. 9,600,448. Washington, DC: U.S. Patent and Trademark Office.

Motamedi, A., Saini, R., Hammad, A., & Zhu, B. (2011). Role-based access to facilities lifecycle information on RFID tags. Advanced Engineering Informatics, 25(3), 559-568.

Shiraishi, K., & Pathak, R. (2018). U.S. Patent No. 9,990,474. Washington, DC: U.S. Patent and Trademark Office.