New built-in confidentiality classification

Next® comes with extensive built-in security mechanisms to keep your documents safe at all times.

Basic security combines User groups and Document types for easy to handle access control.

More advanced security comes with the optional Dynamic Permission Control that introduces metadata driven permissions and Roles Based Access control.

When you combine these features with the advanced classification capabilities in Next® Mailroom, you have a very comprehensive toolset. A toolset with which we have managed to satisfy even the most demanding requirements from our customers - even in critical sectors like banking and insurance.   

Over time, many customers have requested a simple standardized regime for managing the visible confidentiality level of the documents in their company.


a simple standardized regime for managing the visible confidentiality level of documents in the company


This is exactly what we deliver with the new built-in Confidentiality classification.


A new info panel shows the documents current confidentiality level


Every document in Next® now has a new tag - Confidentiality.

Out of the box, this category can have one out of five values: 


  • Strictly confidential (RED)
    A document marked Strictly confidential is only available to a select few. Typically, members of senior management.

  • Confidential (RED)
    A Confidential document contains information that is privileged. Typically, because it is commercially sensitive or personal of nature.

  • Restricted (YELLOW)
    A document with a Restricted classification is only available to those with a need to know the information to perform their duties.

  • Internal (YELLOW)
    An Internal document can be circulated freely inside the organization but is not intended for use outside of the organization.

  • Public (GREEN)
    A Public document can be shared freely inside and outside the organization.


In addition to the category, each document also has a Confidentiality status. 

  • Automatically
  • Manually


The Confidentiality for each document is automatically set using a Confidentiality classification policy.

  • Strictly confidential documents
  • Confidential documents
  • Restricted documents

  • Internal documents

  • Public documents


In each of these classifications, you can enroll the document types, you wish to automatically classify as such. 

Or when you set up a new document type - you can select the relevant confidentiality policy from there. 


Typically you will enroll Product Sheets as Public, Employment handbook as Internal, Customer contracts as Restricted, Employment contracts as Confidential, and Management contracts as Strictly confidential.

This means that any new Employment contract added to Next® automatically will be classified as Confidential.

If you then discover that a specific employment contract contains information that warrants a Strictly confidential classification, use the Set Confidentiality action to change the classification manually. And add a note on why you made this change. 

Who is allowed to make such changes is defined in the Confidentiality classification policy.

We suggest that you set up automatic confidentiality classification for all document types. If you have documents that are not classified, you are still able to make the classification manually if you enroll them in the policy To be manually confidentiality classified.   


Finding confidential documents

If you find yourself in a position where you need to locate documents based on their confidentiality. "All Customer contracts with a Confidential or Strictly confidential classification", you can easily do so.


Easily find all Customer contracts that are Confidential or Strictly confidential


You now have a new built-in search specifically for this - Confidential  documents.

At the same time, all built-in searched have the confidentiality level as search criteria.


Click to select the classifications you are looking for - Confidential and Strictly confidential


More advance features

Next® Mailroom makes it possible to make more advanced and automatic rules based on confidentiality classification, based on not only the document type, but also the actual content of each documents. 

With the optional Dynamic Permission Control, you can have Next® automatically set the access permissions to your documents based on this confidentiality level. This of course makes it even easier to manage large volumes of documents. 


 

 Soon a highly visible watermark can help to protect classified documents 


With the optional PDF Archive Option, you can have Next® add watermarks to your documents. In a soon to come release you can condition these based on the current confidentiality level. This of course makes confidentiality much more visible and tangible to the organization. 


Business log:

Business log is always important, and especially when someone overrides Next® standard behavior.


Adria Leon changed the document's Confidentiality to Public 


Future enhancements

In a future release of Next® you will be able to extend the built-in classifications with your own.

We are considering to add a list action that allows you to manually classify all documents in a list. 

For the techies

The Confidentiality Classification policies, the Confidentiality details panel, the Confidentiality classification search, the standard categories and statuses are all provided as built-in configurations - ready to use from day one. All you have to do, is to enroll your document types in the relevant Confidentiality classification policies.

Be aware that out of the box, setting confidentiality level on a document does not change the actual permissions of the document in Next®. If you wish for this to happen automatically, you will need the optional Dynamic Permission Control in place.   

Commercial terms and conditions

This new feature is available at no additional cost, to users with an active service plan. Any consultancy assistance will be invoiced.   

Dynamic permission control, and the PDF Archive Option, are both optional features in Next®.

Disclaimer

Despite our best efforts, we may be forced to change both content and expected delivery of future product updates without notice.  


Details

Title:

New built-in confidentiality classification  

Type:

New feature

Status:

Released

Release time:

September 2022

Affected products:

Next® Contracts
Next® Enterprise Archive
Next® Go
Next® Invoices
Next® Processes


Audience:

End user
Admin
Specialist

Classification:

Public

Responsible product manager:

Kim Hellum

Updated:

21.10.2022

By:

Kim Hellum