Analysis of Data Flow and Security in an Electronic Data System

This report analyzes the secure movement of data within an Electronic Data Management System (EDMS) for the Hollywood Organic Co-op. It emphasizes the importance of access control lists to manage document access and integrity throughout the document lifecycle. The report details the use of...Read More

Running Head: ELECTRONICALLY MOVING DATA IN AN EDMS 1
Electronically Moving Data in an EDMS
Student’s Name
Institutional Affiliation

ELECTRONICALLY MOVING DATA IN AN EDMS 2
Electronically Moving Data in an EDMS
The smooth operation of the Hollywood Organic Co-op requires a secure movement of
data in the Electronic Data Management System. Access to documents has to be controlled with
the appropriate measures. Therefore, an access control list is to facilitate the function
(Sundararajan, 2020). It will permit the corporate managers not only to view but also to interact
with other documents within the system. Apart from that, the Access Control List will allow
members of the organization to view, make transfers, correct errors in the document, and
completely erase a document if the need arises. The feature is acknowledged for high integrity
levels with documents; hence, they are well maintained at each stage of the lifecycle. However,
there is a degree of difficulty expected with the feature citing the random movement of
documents by varying personnel. A different person will be needed to handle the document at
each stage of the lifecycle. After the person is done with their responsibility, a restriction will be
imposed, and only allow viewing of the document. The efficiency in the feature is that only
permitted members from the organization will access the documents; hence, all vulnerabilities
will be minimized substantially (A. Younis et al., 2014).
Through the different stages of the lifecycle, documents will need to be moved from a
given area to another. Frequent movement of documents will be at the publishing stage,
especially from the potential staging site. They will, after that, be moved either to the public
internet site or the public domain. Content version will be utilized in the cases where conversion
of the content is needed. An example is alteration when the document is moving from an
Electronic Document Management System. Apart from that, planning the flow of content method
will also be used. The measure primarily involves the creation of custom workflows that ensure
copying and movement of contents from one given site to another. In addition to the two, the

ELECTRONICALLY MOVING DATA IN AN EDMS 3
web folders method will also be utilized. The flow of documents is to achieve unanimous
integrity by employing the method. On the other hand, the Office SharePoint will run the records
management system. Each person dealing with document movement will need a deep
understanding to avoid a multifarious structure (Pfeiffer, 2012).
The security of data is also needed. Several measures are to be implemented including
automatic back up and storage. The process will observe the appropriate schedules. Apart from
that, it will be done in multiple geographic locations. The storage will be facilitated by the best
cloud services such that if a natural disaster occurs, data will still be readily available.
Environment Control of the data will also be facilitated. The best cloud systems to be used are
known for state-of-the art power control, climate control, and fire detection (Chandramouli,
2017). The standards of security offered will make it hard to easily replicate data. The secure
document sharing capabilities will be integrated within the system. In some situations, there will
be role-based capabilities that facilitate effective linking with partnering groups or individuals.

ELECTRONICALLY MOVING DATA IN AN EDMS 4
References
A. Younis, Y., Kifayat, K., & Merabti, M. (2014). An access control model for cloud
computing. Journal Of Information Security And Applications, 19(1), 45-60.
https://doi.org/10.1016/j.jisa.2014.04.003
Pfeiffer, H. (2012). The Diffusion of Electronic Data Interchange (3rd ed., pp. 235 - 346).
Springer Science & Business Media.
Chandramouli, N. (2017). A Study on Data Security and Privacy Protection Issues in Cloud
Computing. International Journal Of Computer Sciences And Engineering, 5(9).
https://doi.org/10.26438/ijcse/v5i9.164170
Sundararajan, N. (2020). On Significant Applications of Geophysical Methods: Proceedings of
the 1st Springer Conference of the Arabian Journal of Geoscience (3rd ed., pp. 175 -
256). Springer.