Hi there, I was wondering if anyone could share their thoughts (or protocol documents!) for when you have given RE access to other users/departments.  There are two options as I see it (but please let me know a third) that we configure RE so they only see certain tabs like Actions, Notes, Education or we let them see everything but with an agreement that only confidential. We already have user licences so that people keep things private and confidential but the new users would not be part of the Alumni Office so they would always need to consider how their actions impact on the rest of our organisation etc.

 Thanks in advance for any assistance, Louise

 

I would definitely limit access to only information that they need to do their jobs.  Anything extra is just a liability and if explained to them as you protecting them from accidentally seeing something and needing to keep it a secret.  Things slip out in conversation sometimes and that can be a problem.  In fact, you may not need to explain much at all.  Just tell them that is what they can see and if they don't know what else is in there then oh well.

I'm with Melissa on this one. No one should have access to anything they don't need. And there is no need to tell them they don't have access to things. If it turns out someone truly needs access to information that you didn't grant at first, add it. We are in the beginning stages of a capital campaign. There is plenty of info that no outside of development should see, especially about other employees.

Your school must have a student database. Chances are excellent that not everyone who has access to that database has access to HR records or budget information. Granting access to RE is the same. I work in IT. At one point others in my office were giving me a hard time about my stubborness about access to RE. My feeling is, if you don't work in the Development Office or the Alumni Office, you don't need RE installed on your machine. No debate as far as I am concerned. As soon as I stated that RE contained giving information about employees as well as alum, everyone backed down. No one wanted anyone else to see what they give (or more likely don't give ) to the college. In my opinion it's right up there with salary information.

You also want to carefully consider any data entry these other offices may be allowed to do or want to do. At my school, Alumni & Development have spent a lot of time and anguish coming up with data entry standards for the 15 or so people who do have access to the database. And people still can't follow directions!  Come up with a plan about data entry BEFORE you give access and stick to it. If these other offices cannot do any data entry and must forward to your office any info they have, terrific. Just stick to your guns. My best argument for not allowing people outside your department data entry access is your current standards and what constitutes a General Note versus a VIP note or what exactly needs to happen when an address or phone is updated. Not one people like very much but too many fingers in the data entry pot and you've got a recipe for disaster, as we all know all too well.

 HTH,

laura

I'm also with Melissa and Laura - limit the access for these users up front.  I've designed about ten different security levels - from our work-studies to the athletics department.  It's mainly designed on a need to know basis, with confidentiality agreements signed as needed. 

Thanks for all the replies.  Although do you give other users access to be able to write letters, log in their own actions and produce their own labels etc?