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Electronic Document Management - File Storage and Security

By: Bret Lawson Click author's name for more of his/her articles

The following information is a brief summary of how electronic document management systems can store and secure a database. Security may be administered through profiles, user templates, and databases. Some applications may offer all of these levels while others are limited to one or two. Systems that include Profile and User Template security will offer the greatest amount of flexibility to administrators and allow them to set up new users with a couple of clicks.

Profiles - Pre-set security levels of a general scope including edit, view, and print. The profile will also determine which user template a user will be presented with when they log into the program. If an electronic document management program is limited to only profile security, then it will be limited to three or four levels.

User Templates - Templates can be created for every user but this may become maintenance intensive so they are usually created for a level that is appropriate for a given user in a given department. Example: Engineering will have different fields and views than Accounting and there may be three different levels in each department. Some systems will give administrators the ability to control every menu option available in the application and turn it on or off for each user template. Database Security - There are three main forms of security security. Depending on your specific goals, one of them may be more beneficial for you than the others. Below is a brief discussion of each form of document security

Database Blob - This is the most "secure" method of securing documents, but this security does not come without a price. The files are not stored in their native file format; rather, they are converted into another form in one big database BLOB "Binary Large OBject"

Blobs can become very large. A file may become 5-10 times larger when converted into a database blob. Files with associated reference files, like in CAD files, will loose their association because of name changing. Add-on products are available to address this issue, but they can be very expensive and slow down your system. Blobs will also prevent you from accessing your documents from an alternative method if your document management system becomes unavailable.

Encrypting Files - Encrypting documents changes the names of the files so that they cannot be accessed or opened from an explorer utility. A user could browse the location in Windows Explorer (outside of the electronic document management software), but that individual would not be able to identify a file or document by its filename. They would also not be able to open the file because it is encrypted and must be opened through the electronic document management application.

One of the disadvantages is that a user can delete the files if he can find them (you cannot "lock" the directory because the document management application, or desktop, needs access to the directory). You can however overcome this problem with frequent backups of the system. Encrypted files have similar naming problems as blobs because reference links are lost, and you may be held hostage by the DMS if it goes down.

Native File Format Storage - This is the process of storing files in a directory in their original format. This is the most flexible method because the files are not altered. The administrator also maintains control of the access to the documents regardless of what happens with the DMS application.

The disadvantage is that the directory must remain unlocked (as with encryption) for a desktop application to access the documents. If you need to restrict access to these documents outside of procedural regulations, then you can store the documents on a hidden directory so that the users do not know how to navigate the document repository. This method is very effective, but not 100% secure like the blob method.

The most ideal security solution would be to store the files in their native format, but only allow the users to access the system through a browser interface. The browser accesses the files through services, so the directory may be locked down to prevent accessing documents through the "back door". The browser option gives you the best of both worlds: 100% file security with flexibility and optimal storage capacity.

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About The Author: Bret Lawson is a document management consultant with Practical Programs, Inc in Houston, TX. Practical Programs specializes in electronic document management for companies who use CAD files and associated documents. www.practicalprograms.net