Business Requirements Document
Name
Institutional Affiliation
1) Identify the types of e-documents and other content created (e.g., letters, spreadsheets, reports, or paper images).
● Word Documents (.doc and .docx): These documents mainly entail the use of Microsoft Word features to write letters, reports, memos, newsletters, among other text documents (Abeni, 2017).
● Portable File Documents (pdf): The documents saved in this format cannot be modified and only shared, viewed and printed as they are.
● Spreadsheets (.xls or .xlsx): These kinds of documents are used to store and analyze tabular forms. The document is made of columns and rows that will sort, arrange and calculate the information.
● Powerpoint Documents (.ppt or .pptx): the kind of documents are used for presentation purposes, which can also be for educational and informal purposes. The document may contain images, audios and any other media relevant to the presentation (Abeni, 2017).
● Images, audio and video file format documents (.jpg, .mp3 and .mp4): these documents will contain visual images and sound recordings that have been created digitally or through videotape.
2) For each type of e-document, provide an example e-document that may exist in the Hollywood Organic Co-op organization.
● Word Document: Letters and Memos to Employees, Department reports.
● Portable File Document: Policies and Procedures for Data Protection Purposes and Document Retention Policy.
● Spreadsheet: End-Year financial reports such as balance sheets, and income statements
● Powerpoint Document: Business Presentations for New Idea and Execution of Planned Initiatives.
● Images, audio and video file format documents: Educational Videos, Pictorial images on How to Conduct Oneself in Case of an Emergency, and a recital of its mission and Vision.
3) Define the key personnel within the Hollywood Organic Co-op organization who require access to the EDMS.
● Organization’s Top Leadership, such as the Chief Executive Officer, Chief Operating Officer, Managing Directors, and Head of Departments.
● The organization’s employees are working on the digital System. The access is monitored to access their parts within the System and the part accessible to everyone.
● Regulatory Authorities To ensure that the Systems has been established and protected adequately.
● Organization suppliers Clients and Customers who are monitoring the progress of their orders, products and services from the company
4) Describe appropriate logical access controls for the EDMS based on the organization’s roles, which require access to each type of e-document.
● Multi-factor Authentication for the crucial and confidential documentation where the user will need to use the right username and password and PIN codes sent to their phone numbers or emails (IdentiSys Inc, 2020).
● Advanced Biometric Security features that are also used for the sensitive and confidential documents in the organization.
● Password and Passcodes for the employees that they use to access work documents. These are regularly renewed to ensure that no one can easily track and access the documents while unauthorized.
● Encryption algorithms and firewalls that also protect from unauthorized users or outsiders from accessing any of the organization documents (SolarWinds MSP, 2019).
● Remote access protocols such as the One card for One Time Password (OTP) and Windows authentication.
● Email Monitoring where email activities are monitored in real-time for detecting suspicious activities or the abuse of privilege accounts.
References
Abeni, M. (2017, September 12). All you should know about the types of files on your computer. Retrieved from https://www.legit.ng/1120441-types-computer-files-uses.html
IdentiSys Inc. (2020). Multi-factor authentication solutions | Logical access – IdentiSys. Retrieved from https://www.identisys.com/solutions/access-control-systems/logical-access-security
SolarWinds MSP. (2019, June 10). Logical security controls and measures. Retrieved from https://www.solarwindsmsp.com/blog/logical-security-controls
