Must Have Done By May 7th At 5 PM EST Write A 1-2 Page Docum

Must Have Done By May 7th At 5 Pm Estwritea 1 To 2 Page Document Usin

Write a 1- to 2-page document using Microsoft® Word addressing how to control access to a document at each stage of its life cycle, how to move documents within the organization as team members contribute to document creation, review, approval, publication, and disposition, and incorporate faculty feedback from Part II.

Paper For Above instruction

Implementing an effective Electronic Document Management System (EDMS) requires meticulous planning to control access at each stage of a document's lifecycle and seamless movement of documents within the organization. A well-designed EDMS enhances security, accountability, and efficiency, ensuring that sensitive information remains protected while facilitating collaboration among team members.

Controlling access to documents at various life cycle stages is crucial to maintain data integrity, prevent unauthorized changes, and comply with regulatory standards. During the creation phase, access rights should be limited to designated authors or initial contributors who have the necessary permissions to edit or add content. Employing role-based access control (RBAC) ensures clarity and security, assigning permissions based on roles such as author, reviewer, or approver. As the document progresses to review and approval stages, access rights can be expanded to include relevant stakeholders, but editing privileges should be tightly managed, often restricted to reviewers and approvers while others are granted read-only access.

For the publication phase, access permissions may be broadened to include a wider audience, such as company employees or external partners, depending on confidentiality requirements. Once published, access levels may shift again, allowing stakeholders to view finalized documents for reference but restricting editing rights to prevent inadvertent changes. Importantly, during the disposition phase—when documents are archived, deleted, or transferred—access should be limited to authorized personnel responsible for compliance and record-keeping, ensuring that the document's integrity and confidentiality are preserved.

Movement of documents within the organization must be managed to support an efficient workflow while preserving security. This involves implementing secure transfer mechanisms, such as encrypted file sharing, and establishing clear procedures for document versioning and routing. As team members contribute to document creation, updates, reviews, and approvals, the EDMS should facilitate structured workflows that automatically route documents to the appropriate personnel based on pre-defined stages. For example, once a draft is complete, it can be automatically forwarded to reviewers; upon approval, it proceeds to publication; and later, for disposition, it is archived or deleted according to organizational policies.

Incorporating feedback from faculty in Part II is essential to improve these procedures, especially regarding compliance with standards, usability, and security best practices. Faculty input might highlight the need for audit trails to track all access and modifications, supporting accountability and transparency. It may also emphasize the importance of user training to ensure team members understand access controls and document handling protocols, reducing errors and security risks.

In summary, controlling access at each stage of the document lifecycle and managing the movement of documents within the organization are vital components of a robust EDMS. These practices safeguard sensitive information, streamline collaboration, and maintain compliance, ultimately enhancing organizational productivity and data security standards.

References

• Baesens, B., Van Gestel, T., Viaene, S., Steulet, D., & Van den Poel, D. (2003). Predictive analytics in CRM: A review and future research directions. Journal of Business & Industrial Marketing, 18(4), 331-345.
• Jones, K. (2019). Electronic Document Management Systems: A Practical Guide. TechPress Publishing.
• Kant, N., & Westlund, A. (2015). Developing secure access controls for enterprise content management systems. International Journal of Information Management, 35(3), 254-263.
• Lee, J., & Kim, S. (2020). Workflow automation in document management systems to enhance organizational efficiency. Journal of Information Technology, 35(2), 101-112.
• Morley, D., & Kasper, G. (2018). Strategies for document version control and lifecycle management. Records Management Journal, 28(4), 377-392.
• Nguyen, T., & Hoang, H. (2021). Implementing role-based access control in enterprise systems: Challenges and solutions. Information Systems Journal, 31(6), 1024-1042.
• O'Neill, M. (2017). Best practices for document security and confidentiality. Journal of Security Management, 14(2), 45-59.
• Rogers, P. (2022). Workflow management and process optimization using EDMS. Information & Management, 59(3), 103-115.
• Simmons, D., & Patel, R. (2016). The role of audit trails in compliance and security of electronic records. Records Management Quarterly, 42(1), 22-29.
• Vasquez, M., & Lee, H. (2019). User training and adoption strategies for enterprise document systems. Journal of Information Systems Education, 30(4), 245-258.