This Week You Will Continue Building The Components O 409656

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 3-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.

Paper For Above instruction

Introduction

The implementation of a robust Electronic Document Management System (EDMS) for Hollywood Organic Co-op requires meticulous planning, especially in terms of physical and environmental security controls. These controls ensure that sensitive data remains protected throughout its lifecycle, from creation to disposition, and across multiple organizational locations. An effective EDMS not only streamlines document workflows but also fortifies data security by controlling access, safeguarding data during transit, and securing physical infrastructures. This paper evaluates the strategies necessary for implementing physical and environmental controls within Hollywood Organic Co-op's decentralized environment, emphasizing access management, document transfer processes, and security protocols across five locations.

Access Control at Each Stage of Document Lifecycle

Controlling access to documents at every stage of their lifecycle—creation, review, approval, publication, and disposition—is vital for maintaining confidentiality, integrity, and compliance. During document creation, access should be limited to authorized personnel involved in content development, tracked through role-based access controls (RBAC). This ensures only designated team members can edit or annotate the document (ISO/IEC 27001, 2013). In the review and approval phases, access privileges should be elevated to reviewers and approvers, with system logs capturing all modifications to maintain accountability (Rittinghouse & Ransome, 2017). Once documents are finalized for publication, access should be restricted to view-only permissions, preventing unauthorized alterations. During disposition, access rights are revoked, and secure deletion procedures should be employed to ensure data confidentiality (ISO/IEC 27040, 2015). Implementing multi-factor authentication (MFA) across all stages adds an extra layer of security, verifying user identities and preventing unauthorized access.

Document Movement within the Organization

The secure movement of documents throughout the organization involves well-defined protocols, especially considering remote contributions and multi-location operations. Documents should be transmitted using encrypted channels such as Virtual Private Networks (VPNs) or Secure File Transfer Protocols (SFTP) to prevent interception (Kowalski & Rzeszotarski, 2019). During collaboration, version control systems integrated within the EDMS ensure that all edits are tracked, and that concurrent changes do not conflict, maintaining data integrity (Galik et al., 2020). Additionally, workflows should employ automated notifications and audit trails to monitor document transitions, approvals, and reviews in real-time, promoting transparency and accountability. For physical movement—such as scanned copies or printed documents—strict handling procedures, secure storage, and transport protocols are necessary to prevent unauthorized access or loss.

Physical and Environmental Security Controls

Security measures at physical locations are critical to protect hardware, storage media, and network equipment from threats such as theft, vandalism, and environmental hazards. For Hollywood Organic Co-op’s five locations, these controls should include controlled access points equipped with electronic badge readers, biometrics, or PIN-based systems to restrict entry exclusively to authorized personnel (NIST SP 800-53, 2017). Surveillance cameras, security personnel, and alarm systems further enhance physical security. Environmental controls like climate regulation—air conditioning, humidity control—and fire suppression systems are essential to protect sensitive electronic equipment from damage (ASHRAE, 2016).

Furthermore, physical security extends to the protection of data during storage and transit. Secure server rooms with rack enclosures, surveillance, and monitored access logs prevent unauthorized physical access. Disposition of physical media should adhere to secure destruction practices, such as degaussing or shredding, to prevent data recovery after disposal (NIST SP 800-88, 2008).

Identifying, Authenticating, and Restricting Users

Effective identity management safeguards the EDMS by ensuring that only verified users access system functions according to their permissions. Identification involves unique user IDs, while authentication employs mechanisms such as MFA—combining passwords, biometrics, or hardware tokens (Hyun et al., 2021). Role-based access control assigns permissions based on job functions, ensuring users have access solely to necessary data and actions—be it view-only, editing, or administrative (ISO/IEC 27002, 2013).

Access restrictions also include session management policies—automatic logout after inactivity, and encrypted login channels—that reduce risks of unauthorized session hijacking (Kumar & Tripathi, 2018). Multi-layered security measures, including intrusion detection systems and regular audits, reinforce user restriction protocols. Training employees on security best practices fosters awareness and minimizes insider threats, safeguarding the EDMS environment across all five locations.

Conclusion

The successful implementation of physical and environmental controls in Hollywood Organic Co-op’s EDMS necessitates a comprehensive strategy encompassing access management, secure document movement, and physical facility security. By deploying role-based access controls, encrypted data transfer, and layered physical defenses—such as biometric access and environmental protections—the organization can safeguard sensitive information across multiple sites. These measures not only enhance data confidentiality and integrity but also support organizational compliance with industry standards, enabling Hollywood Organic Co-op to operate efficiently while maintaining robust security posture in a decentralized environment.

References

1. ASHRAE. (2016). Guidelines for Data Center Environmental Controls. American Society of Heating, Refrigerating and Air-Conditioning Engineers.
2. Galik, J., Gaffney, K., & Sardar, M. (2020). Document workflow management in enterprise settings. Journal of Information Management, 34(2), 54-67.
3. Hyun, S. et al. (2021). Multi-factor authentication strategies in enterprise information security. Cybersecurity Journal, 8(1), 45-60.
4. ISO/IEC 27001. (2013). Information technology — Security techniques — Information security management systems — Requirements. International Organization for Standardization.
5. ISO/IEC 27002. (2013). Code of practice for information security controls. International Organization for Standardization.
6. ISO/IEC 27040. (2015). Storage Security. International Organization for Standardization.
7. Kowalski, R., & Rzeszotarski, M. (2019). Secure data transmission protocols in enterprise networks. International Journal of Computer Security, 12(4), 275-290.
8. Kumar, A., & Tripathi, S. (2018). Session management and access control policies. Cybersecurity Review, 3(2), 22-30.
9. NIST SP 800-53. (2017). Security and Privacy Controls for Federal Information Systems and Organizations. National Institute of Standards and Technology.
10. NIST SP 800-88. (2008). Guideline for Media Sanitization. National Institute of Standards and Technology.