{"id":119730,"date":"2023-12-19t12:12:08","date_gmt":"2023-12-19t17:12:08","guid":{"rendered":"\/\/www.g005e.com\/?p=119730"},"modified":"2024-08-29t23:54:15","modified_gmt":"2024-08-30t03:54:15","slug":"best-practices-for-source-doc-permissions-and-handling","status":"publish","type":"post","link":"\/\/www.g005e.com\/2023\/12\/19\/best-practices-for-source-doc-permissions-and-handling\/","title":{"rendered":"best practices for source doc permissions and handling"},"content":{"rendered":"

\"woman<\/strong><\/p>\n

four steps to asserting control.<\/strong><\/p>\n

by penny breslin<\/i>
\nit\u2019s not just the numbers<\/i><\/a><\/p>\n

permissions are key. in our company only three people have a connection to their local c drive from our managed server. also, we can track who is logged in, from where, how long and what they accessed.<\/p>\n

more:<\/b> sixteen guidelines for naming conventions<\/a> | revisit your back office support procedures<\/a> | federated search: what it is, why it matters<\/a> | accounting tech tools to minimize your pain<\/a> | do your apps play well with others?<\/a> | it\u2019s ok to have favorite clients<\/a>
\n\"goprocpa.com\"exclusively for pro members. <\/span><\/strong>log in here<\/a> or 2022世界杯足球排名 today<\/a>.<\/span><\/p><\/blockquote>\n

if documents are in our cloud storage, the permissions to download them can be turned off. viewing is done from within the document storage app. nothing is perfect. they can still take a screenshot but we attempt to keep things as closed as possible while still allowing for work and efficiency.
\n<\/p>\n

case study: the importance of permissions<\/h3>\n

last year we were contacted by a firm for outsourcing. the partner who was overseeing us was somewhat miffed when she received a slack message saying we could not do our work. we had no access to source documents. we could access the cloud storage system they were using, but there were no files.<\/p>\n

it turned out that an employee who had quit them that week had downloaded quite a few client files then deleted them before leaving for good. she not only deleted client files but apparently internal informational documents too. i wondered how long she had been doing this. and what kind of a client this was going to end up being.<\/p>\n

sometimes you are not ready for external employees. having permissions on everything would have perhaps saved them this grief, but then i thought, they would have had to pay attention. some do, some don\u2019t, all should. if you cannot insource client work efficiently and securely, you really cannot outsource it very well either. that ex-employee was not a team player, yet she was given the keys to the whole system.<\/p>\n

obtaining the source documents<\/h3>\n

obtaining client records is a process that includes educating the client on the most efficient way and then rewarding the client when they do it this way. the most efficient way is, when possible, removing the client from the process. asking for documents keeps you, your client and your team in the old way of doing things. here\u2019s what we\u2019ve found works best.<\/p>\n

create a checklist for this in the service level agreement (sla).<\/strong> your sla should clearly define what source documents<\/strong> you need to receive and when<\/strong> you need to receive them, and the method for getting documents to you. give the client several options while always pointing out the most efficient. they will often take the least efficient; however, newer startups with a younger ownership rarely opt for anything on paper. some options include:<\/p>\n