Information Access Systems provides Enterprise Content Management-ECM-Solutions with OnBase software

In today's high-tech world of computers, there is an ever-growing need for digital security. Anyone who accesses the Internet or allows their employees to access the Internet should be very interested in security. In addition, those that want to protect their proprietary data, or business critical information should be very interested in security. Document imaging provides the highest security possible against loss of data and documents and unauthorized access - both internal and external.

• How high a priority is information security for the company?
• Who has been the source of a security breach or corporate espionage in the past year?
• What types of security breaches or corporate espionage have occurred within the company in the past year?
• How much money has the company lost as a result of breaches or espionage in the past twelve months?
• What is the most important element of the company's information security policy?
• What security protection tools does the company use to protect its information systems?
• How often does the company classify its most sensitive data files and records?
• What percentages of computer users in the company are familiar with the security policy? What percentage complies with the security policy?

The most significant barriers to implementing effective security in the company are:

• Lack of time
• Lack of management support
• Pace of change
• Complexity of technology
• Capital expense
• Lack of qualified staff
• Labor expenses

Some of the most valuable information to your corporation has actually been created by your own employees and resides within your own corporate walls. Nevertheless, the need for security and the limitations of the Windows naming and foldering system has resulted in a situation where very little of this information is being shared throughout your organization. Access to internally generated information, potentially one of your greatest assets, is verging on becoming one of your greatest liabilities.

Onbase by Hyland software has many security features to solve many different security issues.

The OnBase security system provides a flexible means of controlling access to documents stored in OnBase. The OnBase security system also allows control over which OnBase product functions each user can access.

Unique levels of security can be achieved by creating a custom set of product rights and privileges for each OnBase User Group. An OnBase administrator can rapidly implement a custom security profile for each user or group of users within an enterprise.

To further ease installation and administration of OnBase, existing NT or Novell domain user information can be used to create new Users with User Group memberships mapped from their NT/Novell groups.

OnBase security is usually administered at the OnBase User Group level. After the OnBase administrator has created a User Group structure, individual Users are made members of one or more User Groups. If a User is a member of multiple User Groups, the user is granted the cumulative rights of all the member groups. User Groups must be deliberately assigned a set of product rights and privileges; the default condition provides no rights or privileges. Members of a User Group can only access the specific Document Types if they have been assigned rights.

The ability to perform specific OnBase functions can be controlled down to an extremely selective level, including the ability to:

• Run registered OnBase product modules.
• Perform configuration and administrative functions.
• Access printers and folders.
• Utilize the Client Document Retrieval dialog box.
• Configure User and Workstation options.

Perform Document Functions:

• Retrieve
• View
• Create/Import
• Modify/Delete
• Re-index
• Copy to Clipboard/Save As
• Print
• Email

Security Keywords are a means to limit a User or a User Group's access to specific documents.

An individual User or a User Group can be assigned a set of Security Keywords. Users will then only have the right to use individual documents or document types that have been assigned one of their User or User Group Security Keywords. If a user is assigned to multiple user groups, the user's access is based on the cumulative set of Security Keywords. For specialized requirements, security Keywords can be narrowly specified down to the individual document and User level.

Users must logon to a specific OnBase database using a unique User Name and Password. Password settings may be customized within OnBase Configuration to set User Group based policies, such as a password expiration, bad login, password length and password reuse procedures. When the User logs in, the client workstation authorizes the User with the selected OnBase database. This provides for ease of administration and centralized physical security of the database server.

Administrators can be given the product right to access the Transaction Log, which can record user activities on an OnBase database. The Transaction Log can be customized to record any of 90 different OnBase user actions. A custom report can be created, that filters by date, User, User Group, or Activity. These reports can be viewed or stored within OnBase as System Documents. For performance reasons, Transaction Logging can be disabled.

OnBase security can integrate with the Microsoft NT or Novell security systems. The administrator must activate the network security option and configure OnBase with an auto-login startup. When a domain User logs-on, OnBase will import existing NT/Novell user security information and create a new OnBase user in OnBase User Groups that correspond to their network security group memberships. This import procedure eliminates the time intensive procedure of manually creating OnBase Users and assigning User Groups. The current OnBase User profile is updated whenever the User's NT/Novell group memberships have been changed.

An administrator can enable either the Windows NT or Novell network security model. Once this option has been selected, the other network security type will not be available. For the NT integration, OnBase requires the use of the Microsoft Active Directory Service (ADSI), which is a basic service of Windows 2000. For Windows 95, 98, and NT4, drivers must be installed. Remote users connecting to the OnBase API or Web Server can be authenticated based upon their Windows NT domain login on the remote client machine.

OnBase encrypts all user passwords that are either stored in the database or transmitted across a network.