Library Administration
Overview
Library Administration can be accessed by clicking on the
Library Admin link on the top right corner of the FileHold menu bar when
logged using the web browser
This library administration section is only available to users designated
as Library administrators. Non-administrator users will not see the above
links to the administration section. The different areas of the Libary
administration section will appear in the tree menu on the left hand side.
A library administrator is typically a trusted individual
(or small group of users) who has an understanding of their departmental
or organizational requirements for organizing and storing documents and
records. This is typically a part-time job, and while the first few weeks
of configuring and populating the system will be a full-time job, once
the system has been launched successfully this job typically becomes something
that is easily handled with a few hours per week in a typical small or
medium sized organization.
The best library administrators usually are;
- Individuals who understand their records and documents;
- the types of documents and records to be stored;
- the sensitivity of security concerns of each type or class of
document
- Have an understanding of what access permissions are required
to maintain secrecy or confidentiality.
- Understanding of their organizations requirements for managing
documents and records
Library Administrators define and manage the following
areas of the system:
- Library Hierarchy Management – creation of
hierarchy and access permissions – I.e. which groups and users
can access this hierarchy
- Controlled Metadata Vocabulary Management –
The creation of simple or more sophisticated systems that allow users
to quickly and easily categorize information. While the system provides
for placing files and documents into a folder hierarchy, you can also
create drop down menus, date fields, custom text fields (like comments),
currency and other fields.
- General Library Management – running reports
on usage, search engine settings and other library specific management
tasks.
FileHold provide an additional layer of authorization control
by restricting access to content within the library. For example a 'Sales'
group of users can be restricted to have only access to documents intended
for sales staff. This second layer of authorization control is essential
in extranet situations when non-employees need to be restricted to only
the content that is relevant to them. Authorization also extends to protect
specific document types from being viewed in FileHold by non authorized
users. FileHold '06 controls access to the following content items in
the library;
- Access to Files & Folders - folder memberships
control which users have access to the files stored and managed within
each folder.
- Access to Different Types of Documents - because
some types of documents are more sensitive than others (e.g. performance
reviews or expense reports) document type membership’s control
who has access to one type of document (schema) or another. If users
do not have access to the document type they will not see the document
even if it exists in a folder they are members of.
- Access to Filing Cabinets - In many cases users
have to be restricted to an entire area of the library. Cabinet memberships
allow library administrators to quickly create dedicated sections (cabinet)
of the library for different departments. Users are then restricted
to granting file and folder access to only the subset of users that
have access to the cabinet.
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