As the end of the year approaches, now is a good time to review your database security settings.
Recently we have seen a couple of instances where firms have not removed staff who have left their firm from their iTrust database, so its important to check all your users are current staff members.
With this in mind, this month's newsletter refocuses on security and database management.
With our increased awareness of cyber security now is a good time to check who has access to your database. When an employee leaves your firm they are not automatically removed from your login list unless you delete them.
Go to Setup / Logins and have a look at your list. Delete anyone that does not need to be there and check that the remaining users are set to the appropriate levels.
Note: You will need to be an ‘Administrator’ of your system to access this list.
Some other data management tips:
1. Run a People without Links report
This will show you people who are on your database but not linked to a trust or company. Often these are people left behind when a trust or company is deleted. Deleting these will tidy your database and make it quicker to find the people you do need to work with.
2. Run a Companies without Links report
This will show you companies that are on your database but not linked to a trust. Often these are companies left behind when a trust is deleted. Deleting these will tidy your database and make it quicker to find the companies you do need to work with.
Trusts or companies that you are no longer actively working with can be moved to the Archived status. Archiving will keep a read only copy of the data in your system.
Archived records can be stored on the system free of charge but cannot be returned to the Active status so do think carefully before making the change.
4. Health Check
Finally, don't forget your entire system Health Check report to keep the data you are actively working with in great shape. See our November Tip of the Month for full details.