The Benefits of the Latest Access Rights Management and Granting Individual Rights in a Data Room

Unlawful access of employees to information systems is fraught for the company, with distortion and loss of important data, which can develop into financial and reputational losses. Realizing this, more and more companies are implementing virtual data rooms with access rights management.

The role of the data room access rights management

Access rights management systems allow users to manage the identification data and access rights of users in the organization’s information systems. They appeared on the world market long ago and have evolved significantly, including as the 

Initially, the solutions of this class were focused on managing accounts in companies’ information systems. Because systems were built incrementally, most organizations have developed heterogeneous environments over time, with each information system managing accounts differently. The task of the data room access rights management systems was to streamline and centralize the management and administration of accounts to automate their life cycle. Later, the access control function was added to them, and then the access rights management systems were transformed into identity and access management systems.

Most application systems in companies have their account storage, and different system administrators do management. As a result, various user groups have additional access rights independent of each other. Access rights management becomes the central node of the infrastructure, receiving information about identification data from a trusted source, which is most often the personnel system, where up-to-date information about employees is maintained.

The benefits of access rights management

When deciding to switch to the data room, the management of any organization is trying to find a system that can “close” the maximum needs of the business. At the same time, the software must remain convenient for end users; otherwise, employees may, if not openly, sabotage the project and then look for workarounds. As a result, the implementation will be inefficient. Also, top managers are always interested in the fact that the data room, already at the level of its structure, allows you to ensure the security of information – documents have always been and will be of great value to the business. The software developers, each in their own way, try to consider all these needs, offering various options for approaching such a problem. The software uses an access rights model based on assigning certain user roles, which considers all needs while maintaining user convenience and ensuring data security.

The data room is based on a role model of access rights, which allows each user to assign a role (or several roles), thanks to which he will receive a certain set of requests that would enable and prohibit to perform certain actions and work with certain documents. There are seven types of rights that can be defined for each object: read, modify, delete, create, access an object, access an object’s attributes, and request for new things created in a category.

Among the benefits that data room access rights management provides to an organization are the following:

  • A centralized source of information about accounts and access rights of employees in information systems increases the transparency of access control;
  • Automation of account management based on personnel events reduces the number of errors and increases the level of information security;
  • The time employees wait for the necessary rights is reduced due to a more transparent process for approving applications and making changes to IT systems.