{"id":29364,"date":"2018-01-22T13:35:47","date_gmt":"2018-01-22T13:35:47","guid":{"rendered":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/?p=29364"},"modified":"2025-07-02T10:00:39","modified_gmt":"2025-07-02T10:00:39","slug":"dms-audit-trail-and-user-rights-the-compliance-engine-for-a-business","status":"publish","type":"post","link":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/dms-audit-trail-and-user-rights-the-compliance-engine-for-a-business\/","title":{"rendered":"DMS Audit Trail and User Rights: The compliance engine for a business"},"content":{"rendered":"
\n
\n
\n
\n
\n
\n \"blog_img_6_3\"<\/div>\n<\/div>\n
\n
\n

A document halts along several stops before it sees the light of day \u2013 and even after it does reach its intended final destination it has a defined life till which time it shall be retained. A document Audit Trail, as the name implies, is a formal, systematic and archived record or validation of the path followed by any document (and the \u2018actions\u2019 performed upon it) along its lifecycle journey. And it all begins with the \u2018user\u2019.<\/p>\n<\/div>\n<\/div>\n<\/div>\n

\n
\n
\n
\n

Users \u2013 ie, all workers of the organization or members of a particular project \u2013 are assigned rights to access and engage with the various documents in it. Depending on the sensitivity or significance of a particular document, different users can be assigned different levels of access rights, or denied the same via selective restrictions. In a large organisation this set-up may get unwieldy, so to better manage it access rights are delegated, with every team assigned a User Administrator to manage the access rights limited to their teams, making things more convenient and fast.<\/p>\n

\u2018User Rights\u2019 and \u2018Delegation\u2019 make \u2018Audit Trails\u2019 a necessary \u2018Fall-back\u2019 recourse to ensure the integrity and security of the organization\u2019s critical documents.<\/p>\n<\/div>\n<\/div>\n

\n
\n \"blog_img_6_4\"<\/div>\n<\/div>\n<\/div>\n
\n
\n
\n
\n \"blog_img_6_2\"<\/div>\n<\/div>\n
\n
\n

A typical DMS Audit Trail covers the following \u2018actions\u2019 that may have been performed upon the company\u2019s documents by one or more \u2018user\u2019 \u2013 creation (of the document), viewing, modification, copying, deletion, searching, sharing, inviting other users, taking ownership of the content, starting a fresh ancillary theme or a new topic, and so on. A DMS Audit Trail sheds light on the ways in which people (who have shared access to a particular document) have interacted with it \u2013 and structurally comprises three elements: Login ID, a synopsis of system actions, and a time stamp.<\/p>\n

For organisations that use a DMS fairly regularly (if not on a daily basis) to organise, share and store its files and documents, an Audit Trail becomes indispensable to the integrity of the system and the efficiency of its workflows.<\/p>\n<\/div>\n<\/div>\n<\/div>\n

\n
\n
\n
\n

For one thing, it allows you to keep a tab on the identity of team members who have been accessing the files and documents in the system.<\/p>\n

Then, it can act as a \u2018lifeline\u2019 in cases where a change in the document needs to be un-done. Being a chronological record of document activities, all one has to do then, is refer to the version before the change.<\/p>\n

A sophisticated (\u2018technologically advanced\u2019) DMS usually also sports value-added features like built-in Trail or Audit functionality, notification or update functionality (when an unauthorized person uses or accesses a document), and Trail log protection (this ensures that a Document Audit Trail, once generated, cannot be deleted).<\/p>\n<\/div>\n<\/div>\n

\n
\n \"blog_img_6_1\"<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"

A document halts along several stops before it sees the light of day \u2013 and even after it does reach its intended final destination it has a defined life till which time it shall be retained. A document Audit Trail, as the name implies, is a formal, systematic and archived record or validation of the […]<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"wpb-single-post.php","format":"standard","meta":{"footnotes":""},"categories":[2],"tags":[],"class_list":["post-29364","post","type-post","status-publish","format-standard","hentry","category-blogs"],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/posts\/29364","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/comments?post=29364"}],"version-history":[{"count":10,"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/posts\/29364\/revisions"}],"predecessor-version":[{"id":30576,"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/posts\/29364\/revisions\/30576"}],"wp:attachment":[{"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/media?parent=29364"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/categories?post=29364"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/tags?post=29364"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}