›

Security classes

The Administrator and 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.

There are two sensitivity class levels: folders and documents. After creating sensitivity classes, rights are assigned to individual users and/or groups. Management is 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 in to PSIsafe.

Adding folder class

On the Folder tab, you can see a list of current folder classes. To edit a folder class, click the appropriate class and update the name under the Folder Security Edit field on the right.

To add a class, click Add and enter the new class. Then, click Save to apply the changes.

To assign folder rights, go to Access > Rightsin PSIsafe Management.

  • 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 keeps other users from making changes to it.

Adding document class

Classes for documents are enhanced security for documents which allow administrators to apply certain rights to users. Document classes 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 {Non-Delete} document class should only be used for documents which should never be deleted. The number of allowed Document classes is unlimited.

  • To add a class, open the Document tab, and click Add. Enter 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

To assign document rights, go to Access > Rights in PSIsafe Management.

  • Preview: Allows the user to use 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 you add a document to PSIsafe, you may add a retention class to the document.

To set up a class, open the Retention tab, and click Add. Then, fill in the Retention Add form.

  1. Description: Enter a class name.
  2. Duration time: Select how long in days, months, or years to retain the documents.
  3. Enter duration: Enter the amount of days, months, or years.
  4. Retention types: All types prevent editing of documents even after the retention period has expired. When you define retention, you must choose the type:

    • 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 after 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.
  5. Click Save to apply the changes.