Document permissions define who can view, edit, approve, share, or delete documents within a system. They ensure that only authorised users can access sensitive information, supporting security, accountability, and compliance.
What Are Document Permissions?
Document permissions control access to documents based on user roles, responsibilities, or security levels. Instead of giving everyone the same access, permissions ensure documents are protected and used appropriately.
What Are Document Permissions?
Document permissions are rules that determine what actions a user can perform on a document. Permissions may allow users to read-only, edit content, approve changes, or manage document lifecycle actions such as archiving or deletion.
Why Document Permissions Are Important
- Protect sensitive and confidential information
- Prevent unauthorised edits or deletions
- Ensure accountability and traceability
- Support regulatory and security compliance
Common Document Permission Examples
- Read-only access for general users
- Edit permissions for document owners
- Approval rights for managers or compliance teams
- Administrative permissions for system control
Where Document Permissions Are Used
- Document and records management systems
- Quality and compliance documentation
- Healthcare, pharmaceutical, and financial industries
- Enterprise information security programs
Role-Based vs Manual Permissions
- Manual permissions: Individually assigned access that is difficult to manage
- Role-based permissions: Access defined by job role or responsibility
How Document Permissions Support Compliance
Document permissions ensure that only authorised users can access or modify regulated documents. Audit logs linked to permissions provide evidence of access control and accountability.
Next Steps for Organisations
- Identify documents requiring restricted access.
- Define roles and permission levels.
- Use a document management system with role-based permissions.
Learn how modern document management platforms manage document permissions by exploring document management software features, book a demo, or contact our team.
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Frequently Asked Questions
What are document permissions used for?
Document permissions are used to control who can access, edit, approve, or manage documents.
Are document permissions required for compliance?
Yes. Most security and regulatory standards require controlled access to sensitive and regulated documents.
What happens if document permissions are not enforced?
Lack of permissions can lead to unauthorised access, data breaches, and audit findings.
Can document permissions be automated?
Yes. Modern document management systems automate permissions using roles, rules, and policies.
