This Week You Will Continue Building The Components Of Your

This Week You Will Continue Building The Components Of Your Business

This week, you will continue building the components of your business requirements document for Hollywood Organic Co-op. In the previous weeks, you have identified the types of data, standards, and policies required for a new EDMS. This week, you determine how to electronically move data around in an EDMS and determine the physical and environmental security requirements. Write a 2- to 4-page evaluation of the implementation of physical and environmental controls for the new EDMS. Include the following: 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 Physical and environmental security controls that must be implemented to protect the data and systems for Hollywood Organic Co-op's five locations, including for the identification, authentication, and restriction of users to authorized functions and data Format citations according to APA guidelines. Submit your assignment.

Paper For Above instruction

Evaluation of Physical and Environmental Controls for Hollywood Organic Co-op’s EDMS Implementation

Introduction

In today’s digital age, efficient and secure document management systems (EDMS) are vital for organizations like Hollywood Organic Co-op, which operate across multiple locations. An EDMS not only streamlines document workflows but also ensures data integrity, security, and compliance with regulatory standards. This paper evaluates the physical and environmental controls necessary for implementing a secure EDMS tailored to the needs of Hollywood Organic Co-op, focusing on access control, document movement, and security measures at multiple sites.

Controlling Access Throughout the Document Lifecycle

A fundamental aspect of EDMS security is implementing robust access controls at each stage of a document’s lifecycle—creation, review, approval, publication, and disposition. During creation, access should be restricted to authorized personnel such as content creators and editors, utilizing role-based access control (RBAC) mechanisms to differentiate responsibilities (Peltier, 2016). For instance, only designated writers should have editing privileges, while reviewers and approvers should possess read-only or comment rights.

During review and approval phases, a layered access approach can be employed, where inputs and modifications are traceable, and only authorized approvers can finalize approval. Version control systems, integrated with access controls, prevent unauthorized modifications and ensure the integrity of the document (Bakke & Hamlen, 2016).

Post-approval, access privileges should be adjusted to facilitate publication—either making documents accessible to the wider organization or securely transmitting files to external stakeholders. Disposition processes involve securely archiving or destroying documents following legal and organizational policies. At each stage, audit logs must be maintained to monitor access and modifications, providing accountability and facilitating incident response.

Document Movement Within the Organization

Efficient and secure movement of documents within Hollywood Organic Co-op requires a combination of technical solutions and procedural controls. Secure electronic transfer mechanisms—such as encrypted file transfers (SFTP, HTTPS)—should be used to prevent interception or tampering during transmission (ISO/IEC 27001, 2013). For internal sharing, network segmentation and controlled access points safeguard sensitive information, limiting data exposure.

Workflow automation tools within the EDMS facilitate seamless document routing for review and approval stages, minimizing manual handling errors and reducing delays (Hill & Sharman, 2020). Moreover, tracking features ensure transparency of document movement, allowing administrators to monitor the status and location of files at all times.

Physical and Environmental Security Controls

With five different locations, Hollywood Organic Co-op must implement comprehensive physical and environmental controls to protect the integrity, confidentiality, and availability of their data and systems. Physical security measures include restricted access to server rooms and data centers via biometric authentication, security badges, and surveillance cameras (Warkentin & Willison, 2018). Visitor access must be logged and monitored to prevent unauthorized entry.

Environmental controls involve maintaining optimal temperature and humidity levels to prevent hardware failure—using HVAC systems with redundant power supplies and fire suppression systems (Claridge et al., 2021). Uninterruptible Power Supplies (UPS) and backup generators ensure operational continuity during outages.

User Identification, Authentication, and Access Restriction

Authentication systems such as multi-factor authentication (MFA) should be implemented across all locations, combining passwords, biometric verification, and hardware tokens to ensure user identities are verified before access is granted (Viega & McGraw, 2017). Access privileges must be granular, restricted to only the necessary data and functions based on user roles, aligning with the principle of least privilege.

Network security measures, including firewalls, intrusion detection systems (IDS), and Virtual Private Networks (VPNs), further restrict access and secure remote connections (Santos et al., 2018). Regular security audits and vulnerability assessments ensure ongoing compliance and identify potential threats proactively.

Conclusion

Implementing effective physical and environmental controls is critical for the security and efficiency of Hollywood Organic Co-op’s EDMS across its multiple locations. By enforcing strict access controls at each document lifecycle stage, securely moving documents within the organization, and safeguarding physical infrastructure with appropriate security measures, the organization can protect its sensitive data and ensure seamless workflow operations. Continuous monitoring, employee training, and adherence to industry standards are essential to maintaining a resilient document management environment in today’s dynamic threat landscape.

References

  • Bakke, M., & Hamlen, K. R. (2016). Implementing effective document control strategies in electronic records management. Journal of Information Privacy and Security, 12(2), 90-105.
  • Claridge, T., Sanders, J., & Parsons, D. (2021). Physical security principles for data centers. IEEE Security & Privacy, 19(3), 35-43.
  • Hill, R., & Sharman, R. (2020). Workflow automation for secure document handling. International Journal of Information Management, 50, 145-159.
  • ISO/IEC 27001. (2013). Information security management systems — Requirements. International Organization for Standardization.
  • Peltier, T. R. (2016). Information security policies, procedures, and standards: guidelines for effective management. CRC press.
  • Santos, R. de C., Simões, M. B., & Moraes, L. (2018). Network security in multi-site organizations. Computers & Security, 78, 85-100.
  • Viega, J., & McGraw, G. (2017). Building secure software: Practical guidelines for secure application development. Addison-Wesley.
  • Warkentin, M., & Willison, R. (2018). Physical security controls in information systems. Information Systems Security, 24(4), 241-251.

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