Overview

Access control ensures that sensitive information related to health and safety is protected against unauthorized access, modification, or deletion. It is implemented through a combination of administrative controls, physical security measures, and information technology systems.

Access Control Settings

1. Role-Based Access Control (RBAC)
   • Definition: Access permissions are based on the roles of individual users within the organization.
   • Implementation:
     • Define roles (e.g., Safety Officer, HR Manager, Site Manager) with specific access privileges to OHSMS documents.
     • Assign users to roles based on their job responsibilities and requirements for access to sensitive information.
     • Regularly review and adjust roles and permissions to ensure they align with current organizational needs and regulatory requirements.
2. User Authentication and Authorization
   • Authentication: Ensure that users are who they claim to be.
     • Use strong authentication methods such as multi-factor authentication (MFA) for accessing the OHSMS.
   • Authorization: Ensure that authenticated users have the correct permissions.
     • Implement strict authorization protocols to control which documents a user can access and the actions they can perform (e.g., view, edit, delete).
3. Audit Trails
   • Purpose: Track and log all access and actions taken on sensitive documents within the OHSMS.
   • Implementation:
     • Ensure that the document management system automatically records all user activities, including file access, edits, and deletions.
     • Regular audits of the access logs to detect unauthorized access or inappropriate actions.
4. Physical Security
   • Implementation:
     • Secure areas where sensitive documents are stored, especially for physical copies. Use locked filing cabinets in restricted areas of the office.
     • Control access to these areas through key card access systems or locks with restricted keys.
5. Data Encryption
   • Purpose: Protect the confidentiality and integrity of sensitive information both at rest and in transit.
   • Implementation:
     • Encrypt digital documents to prevent unauthorized access.
     • Use secure connections (e.g., VPNs, SSL/TLS) for transmitting sensitive information.
6. Employee Training and Awareness
   • Purpose: Ensure that all employees understand the importance of access control and comply with the policies.
   • Implementation:
     • Conduct regular training sessions on the importance of data security and the specific access control measures in place.
     • Include guidelines on handling sensitive information and the consequences of policy violations.
7. Access Reviews and Updates
   • Purpose: Keep access privileges relevant and minimized to what is necessary.
   • Implementation:
     • Regularly review and update access controls, especially after changes in employee roles, departures, or organizational restructuring.
     • Ensure former employees’ access is revoked immediately upon termination.

Compliance and Monitoring

• Regular Compliance Checks: Ensure the access control system complies with legal and regulatory requirements, particularly those related to privacy and data protection.
• Continuous Improvement: Gather feedback from system users and auditors to continually improve the access control measures.

Implementing these access control settings within an OHSMS ensures that sensitive information is protected from unauthorized access and misuse, while still allowing authorized personnel to perform their roles effectively. This balance is crucial for maintaining the integrity and confidentiality of health and safety documentation.