Identify private folder needs

Develop your document storage strategy by assessing your private folder needs

You will want to make use of private folders to ensure only those authorized have document access. With the help of this topic, you’ll develop your private folder strategy and achieve secure document storage.

At the end of this guide, you should have a clear big-picture overview of what private folders you need. Furthermore, you will know which systems populate which folders. Let’s begin.

Prerequisites:

You know what folders are and how they work
You understand how folder access is granted
You comprehend how documents are generated and placed in folders

Categorize your document types with an overview

To best assess your private folder needs, you must know which departments produce paperless documents.

Perhaps, ask yourself the following questions and see if you can identify different patterns. For example, how documents from different systems, regions, departments or even document types could be separated.

What documents is my organization producing?
Can I separate documents based on departments?
Would it be valuable to categorize documents based on region?
What about creating separate folders for customers? Do you have so many documents per customer that it warrants having a specific folder for each?
Would it make sense to create private folders per system that produces documents?

As you can see, you can go as granular as you like. It depends on what your staff prefers. Some factors to separate with that you could consider are:

Region (city, state, country, continent)
Customer (business, individual)
Document type (invoices, bank statements, mail/letters, patient files)
Internal organizational units (departments, teams, divisions, physical locations)

As you may have noticed, you can go as granular as you’d like. Ideally, you want to create a list of the different private folders your organization needs.

Linking your private folders with your users and systems

Because you now have your overview of private folders, it’s time to connect them with the appropriate users and systems.

If you haven’t already, we highly recommend you to read this article:

Identify permission needs

That article combined with this one should give you the ability to connect roles with folders.

Once you have an overview of the different roles you need and how they can connect with your private folders, it’s time to head into your Inkit environment.

Proceed by creating your folders by following the steps outlined in this guide:

Create a folder

Make sure you check the “Private folder” checkbox in the folder create menu. After you have created all your folders, you’ll want to create the appropriate roles.

Connecting the folders and roles is simple. Follow this guide to share your private folders:

Share or unshare a folder

If you followed the steps outlined in this article, you should have an overview of private folders and their roles. Plus, you should know how to implement them.

By implementing your private folders and roles, you’ll have successfully set up an extra layer of security in your organization’s Inkit environment.