They form the foundation of secure data handling and are a key element of any IT security strategy.
What are Access Rights?
Access rights are the central control mechanism for protecting digital information and functions from unauthorized access. They define which actions users can perform within a system – such as in ECM (Enterprise Content Management) or ERP (Enterprise Resource Planning): read, edit, delete, or share. Without clearly defined rights, security gaps and violations of legal regulations like the GDPR (General Data Protection Regulation) are inevitable
Definition
Access rights are system-assigned permissions that determine which users or roles can access specific digital resources and what actions they may perform.
Whether in HR, accounting, or project management – access must be controlled. Not everyone should see or change everything. Access rights create structure, transparency, and security. They are essential to any modern IT infrastructure.
What types of permissions exist?
In IT, three basic types of permissions are common. Especially in file and operating systems:
- r (read) – allows reading files or data.
- w (write) – allows writing, editing, or deleting.
- x (execute) – allows executing programs or scripts.
These abbreviations originate from UNIX and remain standard in many systems. They define what a user or group can do with a file or directory.
However, this model has a limitation: it cannot assign different rights to multiple users for the same object.
How does it work in everyday ECM use?
In ECM or ERP platforms, the simple rwx logic is often insufficient. These systems manage not just files, but complex content, processes, and metadata.
- Who can view, approve, archive, or delete a document?
- What happens to permissions when roles or responsibilities change?
The solution: Access Control Lists (ACLs)
ACLs allow fine-grained permission management. They define exactly which users or roles can perform which actions on an object.
Unlike traditional file permissions, multiple rules can apply simultaneously for fields, document types, or workflow steps.
Example: A sales rep can view and edit a quote but not delete it. The team lead can also approve and archive it. ACLs map these rules – flexibly, transparently, and audit-proof.
ACLs are the backbone of modern rights management in ECM and ERP systems. They enable precise control and help meet data protection and compliance requirements.
Best Practices for Managing Permissions
Access rights are only effective when clearly defined, regularly reviewed, and systematically maintained. Especially in complex ECM and ERP environments, clean permission management is essential for security, efficiency, and compliance.
1. Principle of Least Privilege
Each user receives only the permissions needed to perform their tasks – no more, no less. This minimizes risks and prevents accidental or intentional changes to sensitive data.
Example: A purchasing employee needs access to order forms, but not to personnel files or contract data.
2. Role-Based Access Control (RBAC)
Instead of assigning permissions to individuals manually, roles are defined – such as “Accounting,” “Project Management,” or “Support.” Each role receives a fixed permission profile that can be centrally managed.
Advantage: New employees can be onboarded quickly and consistently. Changes to roles automatically affect all assigned users.
Tip: Automated reports or permission audits help maintain oversight.
3. Regular Permission Reviews
Permissions should not be granted once and then forgotten. Instead, they must be reviewed regularly to ensure they are still appropriate – especially after role changes, project completions, or department transfers.
4. Transparency Through Logging
Who accessed what and when?
Comprehensive logging of access and changes ensures traceability – and is often required for compliance, such as under GDPR or ISO 27001.
5. Use Automation
Modern ECM and ERP systems offer features for automatic permission assignment, based on workflows, metadata, or events. This saves time, reduces errors, and ensures consistent access control.
Key Areas for Access Rights in ECM
Access rights are relevant wherever digital content must be protected, controlled, or processed in a traceable way. Typical ECM use cases include:
- Document approval – Who can review, approve, or forward a document?
- Archiving – Access to archived content must be clearly regulated—audit-proof and GDPR-compliant.
- Workflow control – Permissions determine who can execute a process step or edit a document.
- Multi-client capability – In multi-client systems, data must be strictly separated and authorized.
- Compliance and data protection – Access rights are a key tool for implementing legal requirements and ensuring traceability.
Conclusion: Permissions Matter
Access rights are more than technical settings. They are a strategic tool for security, efficiency, and compliance. When used effectively, they protect sensitive data, establish clear responsibilities, and enable stable processes.
Whether simple rwx permissions in file systems or fine-grained ACLs in ECM or ERP context – the right model depends on the use case. What matters is that permissions are assigned transparently, reviewed regularly, and maintained systematically.
And don’t forget: Programs, scripts, and automated processes also need appropriate access rights to function reliably and securely. A missing “execute” right can be just as critical as overly broad write access.
In the end, one rule applies:
Only those who manage access wisely stay in control of their information – and the processes that depend on it..