{"id":219387,"date":"2025-09-12T12:53:43","date_gmt":"2025-09-12T10:53:43","guid":{"rendered":"https:\/\/easy-software.com\/?post_type=glossar&p=219387"},"modified":"2025-09-12T12:53:45","modified_gmt":"2025-09-12T10:53:45","slug":"need-to-know-principle","status":"publish","type":"glossar","link":"http:\/\/easy-software.com\/en\/glossary\/need-to-know-principle\/","title":{"rendered":"Need-to-know Principle"},"content":{"rendered":"
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The\u00a0need-to-know principle\u00a0is a core concept in information security and data governance. It states that individuals within an organization should only have access to the specific information required to perform their tasks. This principle of\u00a0minimal privilege allocation\u00a0protects sensitive data from unauthorized access and supports compliance with legal regulations such as the\u00a0General Data Protection Regulation (GDPR). <\/p>\n\n\n\n

In the digital age, the need-to-know principle is becoming increasingly important\u2014especially in areas where\u00a0personal data,\u00a0confidential documents, or\u00a0business-critical information\u00a0are processed. Restricting access rights in a targeted manner is not only a security measure but also contributes to\u00a0compliance\u00a0and\u00a0transparency\u00a0within organizations<\/p>\n\n\n\n

Need-to-know-Principle in Digital Business Processes<\/strong><\/strong><\/h2>\n\n\n\n

In modern digital workflows, the need-to-know principle is implemented through technical solutions that enable\u00a0role-based access control,\u00a0granular permission management, and\u00a0audit-proof logging. These mechanisms ensure that only authorized employees can view, edit, or approve specific content.<\/p>\n\n\n\n

A typical use case is the digital management of employee information within a digital personnel file. HR solutions with integrated access control<\/a> ensure that sensitive HR data\u2014such as salary details or medical leave records\u2014can only be accessed by authorized personnel. This not only protects employee privacy but also fulfills GDPR requirements.<\/p>\n\n\n\n

The principle is equally essential in contract management. With digital contract management systems<\/a>, access rights can be precisely defined, ensuring that confidential agreements are only available to relevant departments. These systems also enable transparent tracking of changes and approvals, which is crucial for legally compliant documentation.<\/p>\n\n\n\n

Another example is digital archiving<\/a>, where documents are stored long-term in a secure and audit-proof manner. Access to archived content is governed by the need-to-know principle, ensuring that sensitive information remains protected while maintaining traceability and searchability.<\/p>\n\n\n\n

Benefits of the Need-to-know Principle<\/strong><\/strong><\/h3>\n\n\n\n

Applying the need-to-know principle consistently offers several advantages:<\/p>\n\n\n\n

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  • Data protection<\/mark><\/strong>: Safeguards sensitive information from unauthorized access.<\/li>\n\n\n\n
  • Compliance<\/mark><\/strong>: Supports adherence to legal standards such as GDPR, GoBD, or ISO certifications.<\/li>\n\n\n\n
  • Efficiency<\/mark><\/strong>: Reduces information overload through targeted permission allocation.<\/li>\n\n\n\n
  • Transparency<\/mark><\/strong>: Enables traceable access logs and clear accountability.<\/li>\n\n\n\n
  • Security<\/mark><\/strong>: Minimizes risks from internal or external data breaches.<\/li>\n<\/ul>\n\n\n\n

    <\/p>\n\n\n\n

    The need-to-know principle is more than just a theoretical security concept\u2014it is a practical guideline for handling information responsibly in digital systems. When integrated into modern software solutions, it becomes a key component of secure, compliant, and efficient business processes.<\/p>\n\n<\/div><\/div>\n<\/div>\n<\/div>\n<\/div>","protected":false},"excerpt":{"rendered":"

    Learn how the need-to-know principle protects your sensitive data \u2013 and why it\u2019s a must-have in any modern IT strategy.<\/p>\n","protected":false},"author":161,"featured_media":0,"parent":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-219387","glossar","type-glossar","status-publish","format-standard","hentry","no-featured-image-padding"],"acf":[],"_links":{"self":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/glossar\/219387","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/glossar"}],"about":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/types\/glossar"}],"author":[{"embeddable":true,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/users\/161"}],"version-history":[{"count":1,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/glossar\/219387\/revisions"}],"predecessor-version":[{"id":219391,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/glossar\/219387\/revisions\/219391"}],"wp:attachment":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/media?parent=219387"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}