PSIsafe Management Administrator Guide: Security Classes

Overview

The Administrator and the PSIsafe Administrator create sensitivity classes for folders, documents and document retention. Classes define security settings and retention policies. If a user has access to the class, they will be allowed to access the folder. As documents are added or created in PSIsafe, a class is applied to the document for security purposes. Classes are an integral part of system access and document control, and should be given consideration if the document environment requires security policies to be enforced. Sensitivity class (Security Access) is used to define security settings for folders and documents. As folders are created in PSIsafe, a class is applied to the folder for security purposes.

There are two Sensitivity Class levels: Folders and Documents. After creating sensitivity classes, rights are assigned to individual users and/or groups. Management has been set up as a folder class – rights are assigned to users for the folder called Management. Only users with rights to Management will see the folder when logged into PSIsafe.

Adding a Folder Class

A list of current folder classes will be displayed. To edit a folder class click on the class to be edited and update the name under the Folder Security Edit on the right. To add a class click the "Add" button and enter the new class name followed by the "Save" button.

Folder Rights

These are assignable under Access→Rights in the Management window.

• Preview – Allows the user to use preview in a folder
• View – Allows the user to view folder indexes
• Edit – Allows the user to change folder indexes
• Create – Allows the user to create a new folder
• Delete – Allows the user to delete a folder
• Lock – Allows the user to lock a folder and keep other users from doing anything to it

Adding Document Class

Classes for documents are enhanced security for documents which allow administrators to apply certain rights to users. Document classes simply provide a name with which to assign access rights. There are two special classes, {Read-Only} and {Non-Delete}. Users may delete a {Read-Only} document if they have delete rights, however no one can edit a document assigned to this class even if they have delete rights. If a document has been added with the {Non-Delete} class, no one (not even the system administrator) will be allowed to delete the document. The number of allowed Document classes is unlimited. NOTE: The {Non-Delete} document class should only be used for documents which should never be deleted.

Classes can be added by clicking the "Add" button and entering the new class name. To edit a document class name choose the class to edit from the list and enter the new name. Remember to click "Save" after entering/editing the class name.

Document Rights

These are assignable under Access→Rights in the Management window.

• Preview – Allows the user to preview the document
• View – Allows the user to view the document in its native application.
• Export – Allows the user to print, email, or export the document to the file system on the PC being used.
• Edit – Allows the user to edit the document with its native application.
• Create – Allows the user to create a document with this access level.
• Delete – Allows the user to delete a document.
• Lock – Allows the user to lock a document and prevent other users from accessing it.

Retention Class Setup

Retention classes are used to enforce retention policies as defined in the organization. For instance, many CPA’s must keep certain documents for 7 years. To enforce this, when a document is added to PSIsafe, a retention class may be added to the document. This will not allow the document to be deleted even if the user has delete rights. Click on the "Add" button to setup a new retention class. Once the fields below have been filled click on the "Save" button.

• Description - Enter a class name. 

• Duration Time - Select how long in days, months, or years to retain the documents.

• Enter Duration - Enter the amount of days, months, or years.

• Retention Types - All types prevent editing of documents even after the retention period has expired. When defining retention, a type must be chosen.

  • Modifiable – This retention type allows resetting the retention policy. The policy can be set to any other retention policy including none. If set to none, the document can be edited. It also allows changing the retention type in the management console from modifiable to another type.
  • Fixed – This retention type sets the retention to the defined period of time for the policy. The document can only be deleted or archived once the retention period expires. Editing of the document is not allowed. The retention type can be changed to another type in the management console. This would potentially allow for editing of the document if the type was set to modifiable, then the retention policy assignment was changed to none.
  • Indefinite – This retention type sets the retention period to never ending. The retention type can only be set to a policy with Permanent type from this retention type. During the indefinite setting, the document cannot be edited or deleted from the system.
  • Permanent – This retention type, once set, cannot be changed to any other type or policy. The document assigned this retention type cannot be edited. It cannot be deleted or archived until the retention period has expired.