Failure to do so may expose this confidential information to unauthorized parties, and could lead to penalties related to non-compliance with confidentiality laws such as HIPAA. It is highly recommended to restrict access to these documents exclusively to employees who are specifically allowed to view and change others’ personal information. Such documents often relate to employee records, leave requests, insurance, and various types of state and federal compliance paperwork.Īs the information in these categories is highly individualized and often contains personally identifiable information, it is imperative that security permissions are set stringently for these categories. This folder should be used to store different types of documents commonly used by HR departments. For example, this could include customer support employees who may need to reference, but not edit, customer contracts. On the other hand, the user group with read-only permissions should only be allowed to view, not change, certain contracts. This should be restricted to a small number of individuals, for example authorized legal department employees. The user group with Read and Write permissions is allowed to save and edit contracts as necessary.
While a draft contract may often need to be changed, sometimes by more than one party, signed and finalized contracts should generally remain undisturbed and most importantly, securely stored and quickly available to be used as evidence in possible legal disputes.įor this reason, it’s recommended to create two levels of access for these categories – Read/Write and Read-Only. These categories require careful balancing of access permissions. This folder includes some categories for storing different types of contracts your organization may handle, such as maintenance, property, or service contracts.
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