The Case Of Group Shared File Security Vs Individual Access -By James Heard

Data security is one of the highest priorities on the list of company initiatives, especially if the company is trying to make sure employees see data on a need to know basis only. This is one of the top reasons for implementing a system that will allow system administrators to secure files on a user specific level.

When an administrator provides access to files on a user specific level, no else in the company will be able to view the file or make any changes to it. Those who are responsible for administering their company's databases and managing the company's file access security measures use this type of access frequently. Therefore, need to for all involved to know what file access security actually entails.

Group Shared Files and Special Group Projects

Administer access to files does not have to be a difficult task but the systems administrator will have to know what they are doing and how it should work. For instance, if a group of people is working together on a specific project, the entire group may need access to a large group of files on a specific external customer. If the project is confidential and the employees who assigned to a designated team should only see the information, the system administrator will have to follow-up with the proper security.

The security in this case is confined to everyone who is assigned to the project so the administrator will only add these individuals to the files as an exception security measure. Once the project is complete, every member of the team can be removed. Thereby allowing everyone involved to have temporary access to the files that they need. This scenario represents a case of group shared files access.

Individual File Access Security

While group shared files often is a common occurrence for system administrators, an individual can also be given exception security to certain files as well. For instance, if a manager assigns one employee in the group for the responsibility of handling all the business for a specific client, they will need access to the files that have in the company's database. When this assignment is made permanent or for extended period, the system administrator will give a more permanent access status to this company's file.

Even though administering security is not difficult, the responsibility for administering is tremendous. For instance, if the system's administrators make a mistake in group shared file access, they may give the wrong access to an individual. In some cases, this may not be a big deal since it can be corrected when reported. In other situations, however, the mistake has potential to be devastating. Specifically, in situations where an employee may see confidential info on another employee's personal circumstances and then repeats it to the work group. In these situations, the administrator may receive counseling if deemed appropriate.

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James Heard is a technology writer with a focus on time saving applications and easy to use tools. Content search his current focal point.

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