Records Management Security

Laserfiche security settings control which records management operations are available to users. Because certain records management operations also restrict Laserfiche operations, such as being able to modify a record, records management security settings can have implications beyond simple management of records.

Two main types of security

• Entry access rights: Users assigned records management entry access rights on records can perform specific records management operations in the Laserfiche client applications. Users with sufficient rights can also move, add, and create record folders and records.
• Records Management privilege: Any users assigned the Records Management privilege is considered a records manager in Laserfiche. This privilege supplements the rights granted via entry access rights and grants the ability to create and manage record administration rules in the Laserfiche Administration Console, and records managers can create and define the records management file plan (only records managers can create records series) and perform management actions in the Laserfiche client applications.

Example: As the records manager, Rob is assigned the Records Management privilege; he needs to freeze a record, but in order for him to do this, he must also be assigned appropriate entry access rights to that record.

Supplemental security

• Security tags: Like documents and folders, record series, record folders, and records can be assigned security tags. Only users that have been granted the same security tags as the records will have access to them. Learn more about security tags.
• VERS Classification Levels: Classification levels allow numeric levels to be assigned to record series, record folders, and records and ensures entries with a classification level cannot be moved to a folder with a lower numeric level.

Note: The Records Management privilege does not bypass basic Laserfiche security nor does it grant the user rights that are defined by entry access rights.

Important: The Records Management privilege does not bypass basic Laserfiche security. In the Laserfiche Client and Web Access, users must be granted Browse and Read entry access rights to records before they can perform records management actions on them; users must also be granted the Create Folders entry access right to create a record series. For example, if users cannot see the existence of a record folder, they won't be able to modify the record folder's properties.