How do I handle a confidential or sensitive record?

Frequently Asked Questions regarding the Progeny membership management software.

How do I handle a confidential or sensitive record?

Postby [TDR] Ross Hammer » January 9th, 2014, 5:55 pm

All records, by their very nature, contain private and confidential information, however sometimes certain records require even more care. In older version of Progeny, there was a Confidential Record flag that toggled whether a record was particularly sensitive. If a record was flagged as confidential, only users that had been assigned access to confidential records via the Security Rights could open or view the record. In more recent versions of Progeny, this has been replaced with a full-featured record-level security option. Records may be locked for read-only or denied access on a per-group or even per-user basis. This provides a much greater degree of control over the records, where before access to a Confidential record was a simple yes or no toggle.

When a record has been locked to a specific group or user, the locked status will be displayed in the title bar of the record window (e.g. "Record Locked by System Admin"). Additionally, a recommended Best Practice is to use a Note Category like “Confidential” or “Important” and assign it the color red, then add detailed notes to records that need special handling explaining why they are confidential. Make sure your notes are configured to automatically display when you open a record and this will show detailed record handling information any time you open a sensitive record.

In addition to the record security, each digital document that is added may also be further secured. The default privacy of a document is anyone that can see the record can see the document, however when adding or editing a document, you may specify that only your own security group or just yourself may view the document, preventing anyone else from accessing it.
[TDR] Ross Hammer
 
Posts: 85
Joined: August 19th, 2008, 9:56 am
Location: Redding, CA

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