Financial Data Security is one of the major concerns of an organization. Traditional methods like Excel sheeds and DOS based accounting system offer very little security as anyone with access to data can access everything or modify / delete information and the system does not track this. Manipulation of Data, leaking of confidential information are the recurring malpractices across all eras, all countries and millions of Corporations. Such breaches happen due to “loopholes” in accounting systems, providing ample leeway for these malpractices to be carried out. The responsibility of preventing, detecting & investigating financial frauds rests on the shoulder of the Chartered Accountant of the company while performing the audit. However, Business owners should adopt preventive steps to overcome these problems.
What is Role-based Access Security?
It restricts access based on an employee’s role within an organization. Companies are increasingly adopting such measures for advanced access control. Access of information is limited only to the extent of information necessary to effectively perform their jobs duties. Such access is based on several factors that include authority, responsibility, and job competency. It helps to secure your company’s sensitive data and important financial information.
Accounts ERP provides role-based security, which allows you to maintain control of each user’s activity as per his function in the company. You or your CA can give restricted access based on role, task, company, branch, department, or even location based on IP address. Our Audit trail helps you track the activities of each user.
Separate from user-based access, role-based access adds a different layer of security, A group of users like a purchase, sales, administration department take on assigned roles and are given access to the data required for their specific role within the organization. The main principle of this concept is giving users the lowest level of access and still be able to access the information required to complete their jobs. With the help of Audit trail, you can audit the transactions by a user, data range, audit object, or more. Reduction of errors makes your accounting more transparent.
With role-based security, you don’t need to assign privileges to each user. You could create a role as “Sales Executive” and assign it to all sales executives. When new sales executive joins, you don’t need to create fresh roles, but simply assign the existing role, saving a lot of time and effort.
Importance of Role-based Security:
- Maximizes Operational Performance
- Facilitates data collection at source by granting limited rights
- Reduces Internal & External Cost
- Meets Privacy & Confidentiality requirements
- Safeguards Financial & Intellectual Property
- Increases the profits of the Company using the job-work methodology
REAL-TIME CLIENT BASED EXPERIENCE:
Having a big corporate office has its own set of disadvantages. Being large in numbers, not having an integrated accounting system and still relying on the traditional methods of accounting becomes a hurdle when there is a financial fraud committed in the company. You cannot hold anyone liable without any proofs. When one of our clients faced such a situation, he wanted a software that could give him the details of every transaction carried out in his organization. With the help of Accounts ERP, he was able to allocate the tasks to the respective departments without the interference of another. Accounting department would only look into the accounting part of the company, Purchase could only take purchase-related decisions in the company, and sales would look into the sales. Through automation, every transaction was notified to the head of the respective department. This system of ‘part as a whole’ helped our client to maintain the confidentiality of the financial documents which are sensitive and eliminated malpractices, thereby increasing his profit numbers to a certain extent.